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iPaaS.com to PayTrace Invoice Delete Mapping Documentation

How the optional PayTrace collection deletes a transaction's PayTrace invoice when the transaction is deleted in iPaaS.com, so its pay link stops working; a paid invoice is never deleted.

Contents

  • Summary

  • ID Format

  • Deleted Record Support

  • Mapping Collection Status

  • Duplicate or Conflicting Mappings

  • Supported Child Collections

  • System Caveats

  • Setup Requirements

  • Integration Flow

  • Mappings

  • Error Handling

  • Testing and Validation

  • Additional Notes

  • Related Documents

Summary

PayTrace invoices can be deleted from iPaaS.com through the optional Delete PayTrace Invoice FROM iPaaS.com mapping collection, by outbound trigger or Manual Sync. When a transaction sent through PayTrace is deleted in iPaaS.com, the integration deletes its PayTrace invoice so the pay link stops working; nothing is written back, because the transaction is gone.

Use it only when the system that creates your invoices deletes them instead of cancelling them. Cancelling is always handled by Add/Update PayTrace Invoice FROM iPaaS.com.

ID Format

Manual Sync ID Format

Enter the iPaaS.com Transaction ID on the Manual Sync page.

External ID Format

The invoice number (format {{InvoiceNumber}}, for example INV-10042), saved as the transaction's external ID by Add/Update PayTrace Invoice FROM iPaaS.com, identifies which PayTrace invoice to delete.

Deleted Record Support

This collection is the delete support for PayTrace invoices:

  • A deleted transaction with an open PayTrace invoice: the invoice is deleted, so its pay link stops working. Nothing is written back.

  • A transaction that never had a PayTrace invoice: nothing happens, and no error is raised.

  • A paid PayTrace invoice: left as it is, with a warning in the logs. Void or refund the payment in PayTrace if it is not owed.

  • An invoice made in PayTrace itself with the same number: never deleted.

  • An older PayTrace invoice: once the transaction is gone, an invoice created before Reconciliation Days is not found. Delete it in the PayTrace Virtual Terminal.

Mapping Collection Status

  • Status: Enabled. It acts only once the transaction/deleted outbound trigger is enabled.

  • Trigger Events: the iPaaS.com transaction/deleted outbound trigger, enabled in the subscription configuration's Outbound Data Flows section. No automatic transfers occur until it is enabled. Leave it off unless your invoicing system deletes invoices. Manual Sync is available by Transaction ID.

Duplicate or Conflicting Mappings

Collision Handling

Collision handling is automatic and is not a subscriber setting. The integration deletes only a PayTrace invoice it created itself for the invoice number. It recognises its own invoices by the notification address they carry, made from the subscription's webhook API key. When several invoices this integration created carry the same number within Reconciliation Days, the most recent is acted on; if that one has been paid, nothing is deleted.

Related Collections

  • Add/Update PayTrace Invoice FROM iPaaS.com: sends, replaces and cancels PayTrace invoices. Cancelling and deleting the same transaction is harmless: an invoice already deleted is not deleted again.

Important: If another system deletes and re-creates transactions when it re-synchronises, each cycle would delete the PayTrace invoice, and the Add/Update collection would send a new one, emailing the customer again. Check how your source system behaves before enabling the trigger, and try it on one test transaction first.

Supported Child Collections

None. This is a standalone collection with no dependent child collections.

System Caveats

PayTrace Caveats

  • Deleting is how a pay link is stopped. Deleting the invoice in PayTrace stops its pay link.

  • A paid invoice is never deleted. Payments are voided or refunded in PayTrace.

  • Rate limiting. When PayTrace's rate limit is reached, the transfer is rescheduled automatically and resumes when the limit resets. No action is required.

iPaaS.com Caveats

  • No fields to map. A delete carries only the transaction's identity.

  • Older invoices are not found. Once the transaction is gone, the PayTrace invoice is found by invoice number only among those created within Reconciliation Days.

Setup Requirements

iPaaS.com Configuration

  • Set up Add/Update PayTrace Invoice FROM iPaaS.com first: it saves the invoice number as the transaction's external ID.

  • Set Reconciliation Days longer than your invoices stay open.

  • Enable the transaction/deleted outbound trigger under Outbound Data Flows, only if your invoicing system deletes invoices.

PayTrace Configuration

Nothing to set up.

Integration Flow

  1. A transaction is deleted in iPaaS.com and the transaction/deleted trigger fires, or a subscriber runs a Manual Sync with the Transaction ID.

  2. The integration finds the PayTrace invoice for the invoice number: by the transaction's PayTrace Invoice ID when the transaction can still be read, otherwise by invoice number among the invoices this integration created within Reconciliation Days.

  3. When no PayTrace invoice is found, nothing happens.

  4. When the invoice has been paid, it is left as it is and a warning is logged.

  5. Otherwise, the PayTrace invoice is deleted, so its pay link stops working. Nothing is written back.

Mappings

Delete PayTrace Invoice FROM iPaaS.com

iPaaS.com data type: Transaction

Mapping Filter

// Transactions deleted in iPaaS.com have their PayTrace invoice deleted (its pay link stops working).
// Turn on the transaction/deleted webhook only if your invoicing system deletes invoices instead of cancelling them.
return true;

Filter Description. The filter lets every deleted transaction through; one that never had a PayTrace invoice does nothing. Subscribers may change the filter to limit which deleted transactions reach PayTrace.

Description: Deletes the PayTrace invoice of a transaction deleted in iPaaS.com.

The collection has no mappings and no placeholders.

Error Handling

Errors appear in iPaaS.com Dashboard / Integration Monitoring / Error Logs. Full descriptions are in PayTrace Error Messages.

  • PTRC-AUTH-1001, PTRC-AUTH-1002, PTRC-AUTH-1005: a required setting is empty, PayTrace refused the API username and password, or the API Url is not a web address. Resolution: check the settings. PayTrace disables a user after four consecutive failed sign-ins (see PayTrace API Response Codes), so after a refusal the same username and password are not sent again for 30 minutes; a corrected value is tried at once.

  • PTRC-EXTN-1002, PTRC-EXTN-1005: PayTrace was unavailable, or its rate limit was reached. Resolution: nothing; the transfer is rescheduled automatically.

  • PTRC-EXTN-1001, PTRC-NFND-1001: PayTrace gave an unexpected answer, or no record (for example, the invoice was already deleted in PayTrace). Resolution: read PayTrace's answer in the message, and check the invoice in the PayTrace Virtual Terminal.

Testing and Validation

Test Scenarios

  1. With the transaction/deleted trigger enabled, delete a transaction that has an unpaid PayTrace invoice. Verify in the PayTrace Virtual Terminal that the invoice is gone and that its pay link no longer opens a pay page.

  2. Delete a transaction that never had a PayTrace invoice. Verify nothing happens and no error is logged.

  3. Delete a transaction whose PayTrace invoice is paid. Verify the PayTrace invoice and its payment are unchanged and a warning is logged.

Validation Checklist

  • Your invoicing system deletes invoices instead of cancelling them; otherwise leave the trigger off.

  • It does not delete and re-create transactions when it re-synchronises.

  • Reconciliation Days is longer than your invoices stay open.

Additional Notes

  • Leaving the trigger off is safe. Cancelled transactions still have their PayTrace invoice deleted by Add/Update PayTrace Invoice FROM iPaaS.com.

Related Documents

Related Mapping Documentation

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