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Bringing over Custom Fields from your ERP

YayPay provides the ability to configure custom field(s) that you may have set up additionally in your ERP.

As a broad-based definition, the representation of a "custom field" in YayPay refers to additional fields that are not part of YayPay's standard Data Fields/Model, which are mostly available through the YayPay Application User interface.

By setting up Custom fields in the platform, you also help to increase the familiarity and usability of your team through these ways:

To use the Custom fields for better readability in displaying them on the internal Statement page or on the Customer Portal page for your Customers
To use the Custom fields as Filters:
- In the Aging Report (See Article link) and/or
- In the internal Statement page and/or the INVOICE list menu
To use the Custom fields and create "Custom Conditions" when creating your Workflows (custom conditions are located between your Event and Action - See Article link)
To incorporate the Custom fields as data tags into the Subject or Body of your Email Templates, which may supplement or enhance the information conveyed to your Customer (See Article link)
To include the Custom fields as additional columns in the To-Do grid/page for better readability on the Task associated with the Customer or Invoice (See Article link)

How do Custom Fields work with the AR Sync?

These are the 2 steps to enable the sync and display of Custom Fields in YayPay, which is outlined in this article:

Step 1: Use the Settings > ERP/CRM Custom Fields page in YayPay to represent additional fields that you wish to display and use in YayPay. The settings allow you to configure for 2 levels:

Customer-level
Invoice-level (not Invoice Line Item)

Step 2: The configuration in the Settings page also has to align to the ERP Source System & Connector Type that YayPay is configured for

These key points outline a few more practical points on how your ERP/CRM Custom Field(s) and values will be brought over through the Sync with NetSuite, Intacct Sage, via API calls, and also via CSV file imports:

There are no longer restrictions on the number of custom fields you can represent in YayPay for the Customer and Invoice
On the front-end of the Application, configure your ERP/Source Custom field and the Display name in YayPay
On the back-end, the ERP Custom field configured in the Settings will become part of the ARSync with your ERP, i.e. it will be part of the scope of the initial and subsequent Syncs until you press "Disconnect"
- For NetSuite and Intacct Sage, the Settings page can also be configured to include some Native fields with a slightly different syntax to an actual Custom field
Note: Once you press "Disconnect" to disengage the Sync (this button is found in the Settings > Integrations page in YayPay), your Custom Fields Settings configured will be removed and requires to be set up again (the data already synced remains in YayPay)
- You will be prompted to re-configure the same Custom fields in the settings page each time you Connect to initiate the Sync process (it is only the settings that require a re-configuration in tandem with your action to re-connect your Sync)
If you add additional Custom fields in YayPay after the AR Sync with your ERP has been going on for a while, approach YayPay Support to do a one-off technical resync to bring over the custom field/values related to the Customers or Invoices already in YayPay

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Important

After you add ERP Custom fields in the settings, reach out to support or implementation specialist to request a re-sync!

This step is critical for your AR data to be correctly displayed in YayPay.

Go to the end of this page to have a visual reference of how your ERP Custom Fields appear in YayPay.

Bringing over Custom Fields through API

Go to Settings > Integration page, press "Manage Business Systems" and select API to activate & enable the configuration of the custom fields that you are pushing through the API for a customer or invoice record:

Go to Settings > ERP/CRM Custom Fields page to configure the customer level or invoice level custom fields.

If you are pushing the fields "customer_group" and "customer_industry" as part of the customer record, your customer level custom field configuration would look like this:

For the API technical development, refer to our Swagger UI to review the API definition for customers and invoices:

Refer to: /post/customers (click on Upload section)
Refer to: /post/invoices (click on Upload section)

How to configure ERP/CRM Custom Fields in YayPay

To configure the customer- or invoice-level custom fields in YayPay, go to Settings > ERP/CRM Custom Fields.

There are two tabs: CUSTOMER LEVEL and INVOICE LEVEL.

CUSTOMER LEVEL custom fields:

Source Field Name: Type in the field name from your ERP/CRM system to sync with YayPay.
YayPay Display Name: Type in the name of the field as it will be displayed in YayPay (not more than 20 characters)
Is Custom Field? - Enable, if the field is a custom field in your ERP/CRM. Leave unchecked, if the field is native.
Aging Filter - Enable, if you want this field to be used as a filter on the Aging Report.

Display on Statement - Enable, if you want this field to be displayed on the Statement page.

Email Recipient - Enable if you want the value/content in this field, which is an email address, to be used as a recipient to send manual Email Reminders to and/or via WF Rules and Actions. For example, if the custom field “Main Sales Rep” is selected from the drop-down list, the Email Reminder will be sent to the Customer’s Billing Contact email address, and to the email address contained in the Main Sales Rep field also.

INVOICE LEVEL custom fields:

Source Field Name: Type in the field name from your ERP/CRM system to sync with YayPay.
YayPay Display Name: Type in the name of the field as it will be displayed in YayPay (not more than 20 characters)
Is Custom Field? - Enable, if the field is a custom field in your ERP/CRM. Leave unchecked, if the field is native.
Display on Statement - Enable, if you want this field to be available in the Statement page grid from the column-picker

Display on Customer Portal - Enable, if you want this field to be displayed on the Customer Portal.

All Invoice-level Custom fields are also visible on the INVOICES page.

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Info

To distinguish between System custom fields and ERP/CRM custom fields, the following color icons are used:

System Custom Fields	Customer level: violet
System Custom Fields	Invoice Level: blue
ERP/CRM Custom Fields	Customer level: yellow
ERP/CRM Custom Fields	Invoice level: grey