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- Pending: This status indicates that a payment has been received but is currently being reviewed or is in process within the organization.
- A user can save a new payment as Pending. However, once saved with another status, a user cannot change the status back to Pending.
- While linked to a particular order, a Pending payment has no effect on an order's balance.
- For orders and payments in a foreign currency, saving a payment as Pending does not trigger the Mark-to-Market process.
- Saving a payment with Pending status does not generate GL entries.
- A credit card payment with a Pending status is not submitted for authorization to a third-party merchant account (like PayPal), if otherwise applicable. Note that if the authorization fails when changing a pending payment to posted, you will need to create a new Payments record to reenter the credit card number. For security purposes, the credit card number field is replaced with the partial credit card number after a Payments record is saved for the first time and the card number cannot be modified.
- A Pending payment's status can be changed to On Hold, Exception, or Posted.
- Posted: This status indicates that a payment has been received, approved, and applied to the system. All payments that correspond to an order's initial payment have a status of Posted. This is also the default status for new payments opened from the Payments service.
- When a payment is saved as Posted, Aptify deducts the payment amount from the Order Balance and automatically generates GL entries for that payment.
- For orders and payments in a foreign currency, saving a a payment as Posted triggers the Mark-to-Market process.
- For credit card payments, the system submits the credit card information to a third-party merchant account (like PayPal) for authorization.
- Once saved as Posted, a user can no longer manually change a payment's status.
- Batched: This status indicates that a payment's GL entries have been included in a GL entry batch. Once batched, a user can no longer modify the payment's data to protect its financial integrity.
- The GL Payment Batch wizard can only batch payments that have a status of Posted. When the process is complete, the wizard changes the payment's status from Posted to Batched.
- A user cannot manually set a payment's status to Batched.
- On Hold: This status indicates that a payment has been received but is currently on hold pending additional review or action.
- A user cannot save a new payment with the On Hold status. However, payments previously saved as Pending can be changed to On Hold.
- While linked to a particular order, an On Hold payment has no effect on an order's balance.
- For orders and payments in a foreign currency, saving a a payment as On Hold does not trigger the Mark-to-Market process.
- Saving a payment with On Hold status does not generate GL entries.
- A credit card payment with On Hold status is not submitted for authorization to a third-party merchant account (like PayPal), if otherwise applicable.
- An On Hold payment's status can be changed to Exception or Posted only (you cannot reset it to Pending status).
- Exception: This status indicates a problem with a payment that requires a resolution.
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- When a payment's status is Exception, the Status Info field is enabled to allow a user to enter any relevant information about the payment and the issues encountered while attempting to process it. This field is only enabled while the payment's status is Exception.
- If the save operation fails when attempting to save a Pending or On Hold payment as Posted, Aptify changes the status to Exception and logs error information to the Status Info field.
- A user can save a new payment with the status set to Exception.
- While linked to a particular order, an Exception payment has no effect on an order's balance.
- For orders and payments in a foreign currency, saving a a payment as Exception does not trigger the Mark-to-Market process.
- Saving a payment with the Exception status does not generate GL entries.
- A credit card payment with Exception status is not submitted for authorization to a third-party merchant account (like PayPal), if otherwise applicable.
- An Exception payment's status can be changed to On Hold or Posted.