About the Cash Detail Form

Cash Details records may only be created and/or edited from the Cash Details (Aptify web interface only), Cash (Aptify Desktop client only), or Lock Box tab of the Cash Control Batches record. Each record documents one receipt received and entered into the cash control batch, either manually or by the Lock Box wizard.

Cash Detail Form - Web Interface Version 

Comments Tab

The Comments tab contains any comments relevant to the Cash Detail record.

General Tab

Customer (required)

The customer who made the payment.

Amount

The amount of the payment received. This value comes either from the Amount field on the Cash Details (Aptify web interface only) or Cash (Aptify Desktop client only) tab of the Cash Control Batches record or is entered when the Cash Detail record is automatically created by the Lock Box wizard. 

This field is read-only if the Cash Detail record was created by the Lock Box wizard.

Check Number

If this payment corresponds to a check, this field stores the check number. This assumes that the check number is contained within the Lock Box import file.

This field is read-only if the Cash Detail record was created by the Lock Box wizard.

Payment Type

The type of payment received. This value comes either from the Type field on the Cash Details (Aptify web interface only) or Cash (Aptify Desktop client only) tab of the Cash Control Batches record or is entered when the Cash Detail record is automatically created by the Lock Box wizard.

This field is read-only if the Cash Detail record was created by the Lock Box wizard.

Status (read-only)

The status of the record is automatically set by the system from the following options:

  • Unmatched: the status for a new record. This is the default value.
  • Matched: the record has been successfully matched against an order but has not yet been posted.
  • Posted: the record has been posted.
  • Exception: the record is not a match to an existing order.

Bank Key

The bank key is a unique identifier provided by the bank in the imported list of receipts. This field is automatically populated by the Lock Box wizard and is only used during the Lock Box import process.

Order ID (read-only)

If the Cash Control Batches record is created by the Lock Box record, this field will be automatically populated with an Orders record ID when the Match button is clicked, and a match is found. If the Cash Control Batches record is created manually, the Order field is read-only and may not be accessed by the user.

Payment ID (read-only)

The ID of the Payments record after the payment is posted for this corresponding line item in the cash control cash control batch. This field is populated automatically by the system when applicable.

Exception Type (required)

If status is set to Exception, this field describes the type of exception found during the matching process. Possible exception types are:

  • None: no exceptions noted. This is the default value.
  • No Order: no order matches this item.
  • Overpayment: the balance of the order in the Order field is less than the amount of the payment.
  • Underpayment: the balance of the order in the Order field is greater than the amount of the payment.
  • Other: any other exception.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard. 

New Order ID

This field is used to specify the ID of an order.

Exception Status

When an exception is found during the matching process, this field is set to Pending. Cash Control Detail records may not be posted until the Exception Status has been set to Resolved.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard.

Exception Comments

The comments field contains any additional details relevant to the exception or resolution.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard.

Payment Status Information

The presentation of the payment status information differs based on interface. In Aptify Web, Payment status information is displayed as options in a drop-down list. This drop-down list identifies the approach to be taken with the payment. In the Desktop Client, Payment status information is displayed as a list of radio buttons. 

Payment Status includes the following options:

  • Post: This option posts the receipt once the exception has been resolved. This functionality is not currently supported.
  • Void: This option is used to void invalid entries that cannot be posted. If this option is selected, the Status is set to Void, the payment is removed the Cash Total calculation on the Cash Control Batches record and sets the Exception Status to Resolved. Note that this option is only available for Cash Detail record with a Status of Exception.
    • Tip: The Void option is available for any exception and provides a way to remove the line item. However, Aptify recommends only using this option in cases of duplicates or clear mistakes in the import file (otherwise, lock box amounts won't correspond to the monies actually received). In addition, the Void option, unlike Posted, does not lock down the Cash Detail options and allows reversing the Void if needed. Once the Cash Control Batch has been approved, changes cannot be made to any of the Cash Detail lines.
  • Options only applicable when created the cash control batch is created automatically by the Lock Box Wizard:
    • Post + Refund Overpayment: If this option is selected, the receipt is posted, and the amount of overpayment is refunded to the customer.
    • Post + Refund Entire Payment: If this option is selected, the payment is posted, and the entire payment is refunded.
    • Allocate Overpayment - Same Order: If this option is selected, the overpayment is allocated to new line items on an order that has not yet been shipped. 
    • Allocate Overpayment - New Order: If this option is selected, the overpayment is allocated line items on a new order.

 

Related Topics

Managing Accounting and Financial Systems Integration

Understanding Accounting and Financial Systems Integration

Managing General Ledger Accounts

Determining GL Accounts for Order, Payment, and Scheduled Transactions

Managing Shipping Charges

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