How to Process Payments

This topic provides a general overview for how payments are processed in Aptify.

  1. A user creates and saves a new order. 
    • This order includes initial payment information.If the order's initial payment is made with an in-flow payment type (such as a pre-paid check, credit card, or ACH transfer), Aptify automatically creates a Payments record with a Status of Posted.
    • Past payment types will flow down based on the Ship To person indicated in the order. For example, if the Ship To person's last order was completed using Visa as the selected payment type, the next new order for this person defaults to Visa as the payment type. However, note that if the Payment Type on the customer's last order is Cash, the Payment Type defaults to Purchase Order.
    • If the initial payment pays the order in full, this is the only payment required for the order. A user does not need to create any additional payments for this order.This is generally the fastest way to create a payment if the order is currently open. This method creates a single payment to be applied against this one order. To do more complex payment processing, such as applying a single payment to more than one order or applying a payment to individual Order Lines or for Tax only, see Recording Payments Using the Payments Service.See Specifying an Initial Payment for more information.

      Note Concerning Applying Payment to Cancelled Orders:

      In Aptify, a Payment can be applied to a cancelled order, thus making it a credit memo. However, based on an organization's business rules, this logic may not be appropriate. For example, when payment is added to a cancelled Quotation Order, the order is changed to a Regular order when the payment is applied. This is expected, since you cannot add payment to a quotation order, however, it may not fit the business needs of the organization (that is, payment should never be applied in this case). Instead, you should follow a different workflow to either allocate the money to a new order or manually adjust the OrderID and add appropriate comments.


  2. If the initial payment was made using a purchase order or a partial payment, the purchaser pays off the order balance in one or more payments. When a payment is received, a user creates a new payment and applies it to the appropriate order.
    • You can open a new Payments record from either an Order's Accounting > Order Payments sub-tab or directly from the Payments service. See Recording Payments Using the Payments Service for details.
    • See About the Payments Form for information on the layout of the Payments form.
    • Depending on your organization's payment processing practices, payments may be associated with a Cash Control Batch or lockbox. If using a lockbox, the system creates Payments records automatically as part of the matching and posting process. See Processing Cash Receipts.
    • Depending on your organization payment processing practices, payments created from the Payments service may need to be saved initially as Pending. Once finalized and ready to apply to an order, the payment's status is changed to Posted
    • Once a payment is saved as Posted, Aptify automatically generates General Ledger (GL) entries for accounting purposes. See About Payments and GL Accounts for more information.
    • If accepting payment in a currency that is different than the currency specified on the order, see Recording a Payment in a Different Currency than the Order for details.
    • If the payment is in advance of an order, you can apply the payment to a pre-paid deposit order. See Recording Prepaid Deposits for details. Periodically, a member of the accounting department runs the ePayment Capture wizard to capture funds associated with authorized payments.
    • An electronic-based payment, such as a credit card or ACH transfer, is authorized at the time you initially save the order. This confirms that the specified account has sufficient funds or available credit to cover the transaction. The organization does not receive payment until it is captured, and a payment cannot be captured until the corresponding order has been marked as shipped.
    • How often you run the ePayment Capture wizard depends upon your organization's payment processing policy (typically, the wizard is run daily).
  3. The accounting department periodically runs the General Ledger Batch wizard to batch payments (in other words, to aggregate and transfer the General Ledger entries from payments to the organization's accounting system).
    • The General Ledger Batch wizard batches only payments whose associated order has been shipped and that have already been captured (if applicable).
    • After a payment has been batched, the financial information contained within the payment can no longer be modified. The Batch ID, batch date, and batch time appear on the Payments record, and the system updates the Payment Status to Batched.
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