Configure export settings

You can map the following values to match your ERP.

• Countries
• States
• Currencies
• Entities
• Entity base currency

1. Go to Administration > File integration > Mapping.
2. On the "Mapping" tab, click the values that you want to map.
   
3. For each field, you can choose the format that best suits your system. For example, to map "Country" data, select one of the following:
   1. "Country name" or "ISO code" for a preset format
   2. "Custom" to configure the name of the countries as mapped in your system. 
      
4. Click "Save".

You can select the date format you want applied to all your templates.

1. Go to Administration > File integration.
2. On the "File templates" tab, in the "Formats" section, click "Date".
   
3. On the "Date format" page, select the date format and click "Save".
   

All records are imported based on the payee ID. On the "File templates" tab, you can select by which parameters you would like the payee unique identifier to be created.

1. Go to Administration > File integration.
2. On the "File templates" tab, in the "Formats" section, click "Payee external ID". 
   
3. Select an option from the dropdown menu and click "Save".
   1. For the "Tipalti's payee ID" option, the unique payee identifier used in the Tipalti Hub is applied.
   2. For the "Field" option, in the "Field name" field, select one of the options from the dropdown menu that you want to use as an identifier and click "Save".
      • Alias - An alternate name for the payee, if applicable
      • Company name - Payee company name
      • Phone - Payee phone number
      • Email - Payee email address
      • Full name - Payee full name

   3. For the "Custom structure" option, type a value for the following fields:

      • Prefix value - String (optional)
      • Index starting point - Numerical (mandatory)
      • Suffix value - String (optional)

      
      

The value for the payee external ID displays in the "File integration external ID" field in the GENERAL row on the payee record. 

You can configure decimal and thousands separators format for the amount that you want to apply to all templates.

1. Go to Administration > File integration.
2. On the "File templates" tab, in the "Formats" section, click "Separators".
   
3. On the "Separator format" page, do the followings:
   1. From the "Thousand separator" dropdown, select "Comma (,)", "Point (.)", "Space ()", or "None" to separate groups of thousands.
      
   2. From the "Decimal separator" dropdown, select "Comma (,)", "Point (.)", "Space ()", or "None" to indicate the decimal place. 
      
   3. In the "Digits after decimal" field, specify the number of digits that must follow the decimal point. 
      
4. Click "Save".

You can customize payee, vendor credit, bill, and payment templates for Tipalti to use when generating integration files.

1. On the "File templates" tab, in the "Export templates" section, select the type of record for which you want to customize the template. 
   
2. On the "Edit template" page, all the fields included in the template are listed in the "Add to template" panel.
   1. To add a new column header to the template, drag and drop it from the right to the left panel. 
      
   2. To change the order of column headers in the template, drag each row up or down.
      
   3. In the "Your file's headers" column, edit the field name to match your records.
   4. To remove a header from the template, click at the end of the header row, which returns it to the right panel.
   5. Use the "External field" for ERP fields that are not supported in Tipalti. An "External field" is a field that does not exist in Tipalti. This field can either be left empty (for the entire template) or you can specify a default value for it (also for the entire template).
      1. Drag the "External field" from the right to the left panel.
      2. If you want to add a default value for this field, click to open the "Edit external field" dialog.
      3. Type the name of the field in your ERP and its corresponding value.
         
      4. Click "Save".
   6. Use the "Expression field" to combine multiple fields/ texts/ numerators into one field in the template (e.g., {First name} {Middle name} {Last name}).
      1. Drag the "Expression field" from the right to the left panel.
      2. Click to open the "Edit external field" dialog.
      3. Complete the following fields:
         • Field name - Type the name of the field.
         • Description - Type a description for the field.

         • Expression builder - Select a field value from the list of existing fields. Add other field values or free text fields to build expressions.

           If you are an advanced user, you may click Advanced and enter a JSON strings to add your expression.

           

      4. Click "Save".

         Once an "Expression field" is deleted, it no longer appears in the Tipalti Hub.
   7. To change the value of a field so that it matches what is in your ERP, click to map the value. For each of Tipalti's values, enter the corresponding value in your ERP. For example, if your ERP accepts only "Active" or "Inactive" as values for the "Status" field, edit the dialog as follows:
      
   8. For payment, bill, and vendor credit templates, fields are categorized at either the header level or line level¹. In the panel on the right, click the header or lines tab to view the fields in these sections².
      

The "File setup" screen allows to select different configurations for your CSV files that best suit your system.

1. On the "File integration" subtab, click "File setup".
   

2. For each parameter, select the "Value" that you want to use.

   • New line separator - What separates lines
   • Column delimiter - What separates lines
   • Array separator - What separates objects within a list
   • Quotes - What separates lines
   • BOM - What separates lines
   • Encoding - Encoding format for CSV (only Unicode (UTF-8 ) is available)

   
   

   • If, for "Array separator" and "Column delimiter" you selected "Comma" as separator, an error displays.
     
   • If you need to use the same separator for both parameters, you may need to select "Phrase in quotes is string" checkbox.
     
3. Click "Save".

The "Export settings" section allows you to configure additional settings to export data.

1. On the "File integration" subtab, click "Import/Export settings". 
   

2. Under the "Bills & Vendor credit export" section, do the followings:
   1.  Click inside the "Bills & Vendor credit export" field and select one of the following options.
      1. "All approved bills" to export bills with the following statuses:
         • Pending payment
         • Submitted for payment
         • Scheduled for payment
         • Paid
         • Partially paid
         • Paid manually
         • Disputed
         • Deleted
      2. "All reviewed bills" to export bills with the following statuses:
         • Pending approval
         • Pending AP action
         • Pending payee invoice
         • Pending payee approval
         • Pending payment
         • Submitted for payment
         • Scheduled for payment
         • Paid
         • Partially paid
         • Paid manually
         • Disputed
         • Deleted

   2. Beside each of the options, toggle the button "On" or "Off".

      For updated records only, select "Treat all post-approval sub-statuses as 'approved'" to export records with the following statuses:

      • Pending payment
      • Submitted for payment
      • Paid
      • Scheduled for payment
      • Partially paid
      • Paid manually

      
      

3. Under the "Payments" section, beside each of the options, toggle the button "On" or "Off".

   Select "Only export payments that haven't failed" to export updated payment records that don't have the following statuses:

   • Rejected
   • Deferred
   • Deferred internal
   • Canceled

   
   

4. Under the "Split files" section, do the following
   1. Select which export files you want split into 2 files (1 for new records and 1 for updated records).
      
   2. For each record, select "Auto-sync only new" if you want to automatically export only new records.
      
5. Click "Save".

File naming conventions

Tipalti uses different file naming conventions based on your configurations above.

Multi-entity payer

• If you choose to split the files for each payer entity, the filename will be: [payer entity name] [record] [date].
  • E.g., Europe Payees Aug 08,2019
• If you choose to split the files by new and updated records , the filename will be: [New / Updated] [payer entity name] [record] [date].
  • E.g., New Europe Payees Aug 08,2019
• If you did not choose any split, the filename will be: [record] [date].

Single-entity payer

• If you choose to split the files by new and updated records, the filename will be: [New / Updated] [record] [date].
  • E.g., New Payees Aug 08,2019
• If you did not choose any split, the filename will be: [record] [date].

Same filename

If the same file name is exported more than once (for any of the above options), either by the same user or different users of the payer, the filename will include the export version (from the second export onwards).

• E.g., [record] [date] - [num. of export], where the date format is [Month name] DD,YYYY:
  • Payees Aug 08,2019
  • Payees Aug 08,2019 - 2
  • Payees Aug 08,2019 - 3
  • Payees Aug 08,2019 - 4