Adding User-Defined Data to Invoices and Statements

Use the Third Party FTP User Defined Maintenance screen to add any data you want to print on the invoice or statement to the standard data sent to Billtrust. The user defined settings are at the company level, not the branch level.

Note: If you elect to add user-defined data, you are responsible for the coordination and testing of it with Billtrust.

To add user-defined data to an invoice or statement:

Do one of the following:

To work with invoices, from the Orders > Printing menu, select Print Invoices to display the Print Invoices screen.
To work with statements, from the A/R menu, select Print Statements to display the Print Statements screen.

Enter the invoice or statement information. Be sure that the Send via FTP field is set to Y.
Use the FTP Maintenance hot key to display the FTP Maintenance screen.
Use the User Defined hot key to display the Third Party FTP User Defined Maintenance screen.

Note: The screen is not shared between the Print Invoices and Print Statements applications. You can enter completely different information for each.

The system populates the Document field with the type of document to which the user is adding user-defined data: Invoice or Statement.

In the Line Type field, enter the tag that represents the area on the invoice or statement to which to add user-defined data.

For invoices, these areas are:

HDR – Header
ITM – Line Item
CMT – Comment
SUB – Subtotal
DSC – Description
PMT – Payment
FTR – Footer

For statements, they are:

HDR – Header
ITM – Line Item
FTR – Footer

Note: You cannot add user defined fields to the Summary (SUM) line type, because this contains summary information for Billtrust's use only.

Complete the following fields for each user-defined field to add to the invoice or statement. The data displays on the invoice or statement in the order in which you enter it here.

Note: You can enter up to ten lines of user-defined data. This data is included each time you run the invoice or statement batch.

Field	Description
File Name	The name of the database file that contains the data to send, such as ENTITY.
Dictionary ID	The dictionary ID that references the data to send, such as NAME, 1ADDRESS, or CITY.
Key	Enter one of the following keys: BT – Bill To ST – Ship To OID – Order Number GEN – Generation Spec LD – Ledger Detail PN – Product ID Note: The system does not validate the key against the value in the File Name field.
Br	If the specified dictionary ID is branch-specific, enter one of the following branch types: Prc – Pricing branch. Shp – Shipping branch. This is the default. GL - General ledger branch.

Press Esc to save the information and exit the screen.