Integrations & ERP Custom Fields / Business Central

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Validation

This section explains how to check if your data from the Business Central® ERP system is correctly synchronized to YayPay. An iterative sync is performed once an hour (also known as an hourly sync).

Sync Results

After you have completed all the necessary steps to import data from your Business Central® ERP system to YayPay, you can review the sync results on multiple pages:

  • Statement page
  • Aging Report page
  • Invoices page

Statement Page

After a successful data sync from your Business Central®, you can check the following information on the customer's Statement page:

  • Invoices listed in the grid on the respective tabs of the Statement page.

 

  • BILLING CONTACT assigned to a specific customer on the CONTACTS tab located on the right of the Statement page.
    For example, the customer BILLING CONTACT field will now display the billing contact user imported from Business Central®:


    Alternatively, you can view the same information on the customer's Customer Portal web page.

 

Aging Report Page

Use the Aging Report to review your total AR when the data import process is completed.

By default, the Aging Report page will show your total AR comprising customers with balances greater than $0. For more details, see the Aging Report section.

You can also export the data displayed on the Aging Report page by clicking on Export to Excel Summary and compare individual customer balances.


If you do not see any data although the status of the import is successful, contact support@yaypay.com or your YayPay representative.

Invoices Page

Use the Invoices page to see a list of all open invoices.


For more details, see the Invoices page.

 

Data Types and their States

This section describes how unapplied and canceled documents from your Business Central® are synchronized to YayPay.

In Business Central, the user configures the posting date of the documents and transactions. However, due to the inability of Business Central to provide the actual timestamp of invoices, payments, and adjustments via its API, the posting date is not reliable for syncing the latest created or updated data.

Thus, during a sync, YayPay identifies new or updated data by checking for changes in the Customer Ledger Entries Details journal in your Business Central®. Thus, documents are synchronized based on the freshness of the data entries, rather than being restricted to the time window between the last sync and today's date.

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Warning

For accurate sync of data, ensure that all documents in Business Central® have a Document Type specified.

As documents without a specified Document Type often affect a customer's balance, we synchronize them as adjustments.


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Note

Changes made to the Customer object are synchronized once a day in a daily sync.


Unapplied and Reversed Payments

The connector supports synchronization of the following documents from your Business Central®:

  • Invoices
  • Credit Memos
  • Payments
  • Adjustments ( i.e. Finance Charge Memos, Refunds, and Reminders)

Syncing Canceled Documents

YayPay supports synchronization of the following canceled documents from your Business Central®:

  • Sales invoices
  • Finance Charge Memos

Sales invoices and Finance Charge Memos can be canceled in Business Central without affecting the customer's balance. These canceled documents are synchronized as closed.

To cancel a sales invoice, create a corrective sales credit memo in Business Central:
  • If an exiting invoice needs to be corrected, this memo balances out any incorrect amounts on the invoice, effectively closing it. 
  • If needed, a new invoice with the correct amount can be created instead.

As the canceled document has no impact on the customer’s balance, YayPay syncs them as closed.

Syncing Unapplied Payments

After syncing actual payments, the iterative sync will go through unapplied payments.

When canceling a payment, the transaction needs to be reversed and any associated documents unapplied. As a result, unapplied invoices and their amounts will be re-synced, and the payment/credit amount will decrease. The allocated invoice will no longer be reflected. The outstanding balance of the document will revert back to its previous amount before the payment was made, i.e., the amount that was initially applied to the invoice and later unapplied.

After reversing an unallocated payment/credit, a new reversing record with the same doc number in the ERP is created and cancels out the open balance of the payment. Reversing records are not synced in YayPay, and any previously synced payment that was reversed will be deleted.

Syncing Reversed Records

YayPay uses Business Central to search for reversed records and retrieve their ID in the relevant field. Once identified, these records are deleted in YayPay.

This refers to documents created from the Business Central® journal, such as payments, credit memos, and adjustments. It also refers to journal entries without a specified document type, which are synced to YayPay as adjustments. Additionally, it applies to invoices generated from the Cash Management journal.

Syncing Contacts from Document Layouts

This section describes how to synchronize contact emails from the Document Layouts section in Business Central®.

This provides an additional way to synchronize newly created customer billing emails from Business Central®. In YayPay, these contacts are synchronized as billing contacts for the respective customers. Once synced, they are displayed on the customer Statement page, regardless of their association with invoices, credit memos, or customer statements.

To synchronize contact emails from the Document Layouts section in Business Central®:
  1. Log into your Business Central®.

  2. In Business Central®, go to Customer Card | Customer menu and click on Document Layouts.

  3. Create a new endpoint for Document Layouts, i.e. navigate to the Web Services section and click New at the top of the page to add a new endpoint for Document Layouts.

    For more details, see the Creating Endpoints in Business Central®

  4. Once created, log into YayPay and navigate to Settings | Integrations.

  5. On the Business Central Connector Settings panel, click on Download Current Mapping.

  6. Open the downloaded JSON mapping file and locate the customerBillingContactObject field.

  7. Change the value of this field from null to ypBсdocLayouts, i.e. the result should be "customerBillingContactObject": "ypBсdocLayouts".

  8. Save the changes and upload the updated mapping file back to YayPay.

  9. Click SAVE CHANGES to confirm your settings.

    As a result, each email address from the Send To Email field in the Document Layouts section in Business Central® will be synchronized as a separate customer billing contact in YayPay.

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Note

During each hourly sync, all contacts from the Document Layouts section in Business Central® are re-synced to maintain data accuracy.

This synchronization only works for newly created emails. For updated or deleted emails, the following applies:
  • YayPay does not sync deleted contacts. Thus, you will need to manually remove any deleted contacts in YayPay.
  • If an email address is added or changed in Document Layouts, it will be synchronized as a new email in YayPay.
    For example, if you change the email test@gmail.com to test_2024@gmail.com, both emails will be synchronized in YayPay. To resolve this, you must manually delete the old email (test@gmail.com) in YayPay.

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