This section describes how to synchronize and manage various type of documents from Sage 300.

See the following sections for related descriptions:

• Syncing Customer Balance with YayPay
• Deleting Customers in Sage 300
• Syncing Contacts with YayPay
• Download Customer DUNS Number from Custom Field
• Syncing Adjustments from Sage 300
• Syncing Credit Memos
• Syncing Payments

Syncing Customer Balance with YayPay

YayPay syncs Customer Balance from the posted documents only! Open (unposted) documents balance initially falls within "A/R Pending Balance" in Sage 300. After the document is posted, its balance moves "Outstanding A/R Balance", which is further synced with YayPay:

Deleting customers in Sage 300

YayPay does not delete customers after they were deleted in Sage 300, because there is no "deleted" status for a Customer in Sage 300. 

Contact your account manager to discuss the ways for this issue to be resolved from YayPay's side.

Syncing Contacts with YayPay

When using Sage 300, it's only possible to create contacts at the customer level, not the invoice level. Therefore, YayPay will only sync contacts from the customer level.

Syncing Multiple Contacts

If you want to synchronize contacts from the Sage 300 Multiple Contacts section, you must synchronize them as custom fields at the customer level in YayPay.

To synchronize multiple contacts as customer-level custom fields:

1. Log into YayPay.

2. Go to Settings | ERP/CRM Custom Fields page.

3. To add a new customer-level custom field, go to the CUSTOMER LEVEL tab.

4. Enter the Source Field Name of a Sage 300 multiple-contact field in a format that follows this script pattern:

    get_contacts_FieldAPIName

   
   
   See the Multiple Contact Fields and Their Corresponding Scripts section for a list of all the supported multiple-contact fields and their corresponding script patterns that you must enter into the Source Field Name.
   To find the Source Field Name in your Sage 300, use your account or contact your account administrator.
   
   

5. Specify the YayPay Display Name, i.e. how you would like the field from Sage 300 to be named and displayed in YayPay.

6. Leave the Is Custom Field? field unchecked.

7. Specify the other options as described in the Bringing over Custom Fields from Sage 300 section.

8. Click on SAVE in the top-right corner of the page to confirm the settings.

   During the next sync the contact fields will be imported to YayPay. If a contact field contains multiple email addresses, they will be combined into a single custom field and all the email addresses will be separated by commas. 

   If you checked Display on Statement, the newly added fields will be visible on your Statementpage:

   
   Additionally, if any contacts are made inactive or deleted in Sage 300, the connector will reflect such changes in the next synchronization and will update the custom fields in YayPay accordingly.
   
   

   Example  

   This example shows how multiple contacts from Sage 300 are combined into a single custom field in YayPay, with individual email addresses separated by commas.

   Customers in Sage 300 can have multiple email addresses, but not all of them may be enabled in specific columns. As you can see on this screenshot, e.g. A/R Receipts has four email addresses but only two of them are enabled, i.e. they are marked by a cross:

   
   

   If you synchronize multiple contacts as described in the Syncing Multiple Contacts section, only the enabled email addresses will be imported into YayPay during synchronization. As a result, e.g. contacts from the A/R Receipts column will be imported as a single ARReceipts custom field which contains both asdf@g.com,longon@gmail.com email addresses separated by a comma.

   
   

   If you checked Display on Statement during the synchronization configuration, the newly synchronized fields will be visible on your Statementpage:

   
   
   

   Multiple Contact Fields and Their Corresponding Scripts

   The following table lists Sage 300 multiple-contact fields and their corresponding script patterns:

   
   

   Sage 300 Multiple Contacts Field	Script Format for Source Field Name
   A/R Invoices	get_contacts_ARInvoices
   A/R Receipts	get_contacts_ARReceipts
   A/R Statements	get_contacts_ARStatements
   O/E Order Confirmations	get_contacts_OEOrderConfirmations
   O/E Invoices	get_contacts_OEInvoices
   O/E Credit/Debit Notes	get_contacts_OECreditDebitNotes
   O/E Quotes	get_contacts_OEQuotes

   
   

Download Customer DUNS number from custom field

YayPay Connector settings

[Sage 300] Customer Level custom fields

Syncing adjustments from Sage 300

In Sage 300, the user can create the following adjustments from the Invoice (having a positive impact on the Customer's balance):

a. Debit Note

b. Interest

To create an Interest document, you should select Default Detail Type = Summary.

Alternatively, you can create an adjustment as a separate document (correction of another document, e.g. invoice):

You can apply the adjustment to the Invoice if the Document Type is Debit Note or Credit Note.

Syncing Credit Memos

In Sage 300, credit memos are created from invoices:

Syncing Credit Memo Allocations

YayPay syncs credit memo allocations when syncing Apply Document type payments from Sage 300. This means that credit memos associated with invoices allocated to Apply Document type payments in Sage 300 are also synced by YayPay.

For more information, see the Syncing Payment Allocations‍ section.

Limitations of Syncing Payment Allocations

Syncing payment allocations from Sage 300 to YayPay comes with the following limitations:

• Discrepancies in Payment Allocations - When syncing Prepayment type payments from Sage 300, Sage 300's API reports inaccurate allocation amounts for those payments. This leads to a discrepancy between the actual payment allocations in Sage 300 and the incorrect amounts displayed in YayPay.
  Here is an example that illustrates this limitation:
  In Sage 300, an invoice is created and posted with a total amount of $150. The user proceeds to create a Prepayment type payment and allocates the payment to the previously created invoice. However, they specify an allocation amount of $200, which is more than the invoice amount. The payment is created and posted accordingly.
  Upon reviewing the invoice in Sage 300, it correctly shows that the allocation was applied to the invoice amount, which is $150. However, when YayPay retrieves the allocated invoice using the Sage 300 API, the reported allocation amount is incorrectly shown as $200.
• Inability to Sync Adjustment Allocations to Invoices - The Sage 300 connector lacks support for syncing adjustment allocations to invoices. As a result, any adjustments made to an invoice are not reflected in YayPay. Therefore, when calculating the total allocation amount, the client will not see the amount of the invoice adjustment.