Cash Control Details records may only be created and/or edited from the Cash or Lock Box tab 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 Control Details Form 
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The The Comments tab 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 the Amount field field on the Cash tab 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 Control Details Detail record is automatically created by the Lock Box wizard.
Note that this
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This field is read-only if the Cash |
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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.
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This field is read-only if the Cash |
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Detail record was created by the Lock Box wizard. |
Payment Type
The type of payment received. This value comes either from the the Type field field on the Cash tab of 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 Control Details Detail record is automatically created by the Lock Box wizard.
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This field is read-only if the Cash |
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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 Unmatched: the status for a new record. This is the default value.
- Matched—the Matched: the record has been successfully matched against an order, but has not yet been posted.
- Posted—the Posted: the record has been posted.
- Exception—the Exception: the record is not a match to an existing order.
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 the Order field 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 to Exception, this field describes the type of exception found during the matching process. Possible exception types are:
- None—no None: no exceptions noted. This is the default value.
- No Order—no Order: no order matches this item.
- Overpayment—the Overpayment: the balance of the order in the the Order field field is less than the amount of the payment.
- Underpayment—the Underpayment: the balance of the order in the the Order field field is greater than the amount of the payment.
- Other—any 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, the Exception Status this field is set to to Pending. Cash Control Details Detail records may not be posted until the the Exception Status has has been set to to Resolved.
This field is only applicable when the cash control batch is created automatically by the Lock Box wizard.
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.
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| id | container |
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| title | Main Container |
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| Payment status information is displayed as options in a drop-down list. Payment StatusThis drop-down list identifies the approach to be taken with the payment. It includes the following options: Post + Refund Entire Payment: If this option is selected, the payment is posted, and the entire payment is refunded This option is only applicable when the cash control batch is created automatically by the Lock Box wizard 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. This option is only applicable when the cash control batch is created automatically by the Lock Box wizard Allocate Overpayment - New Order: If this option is selected, the overpayment is allocated line items on a new order. This option is only applicable when the cash control batch is created automatically by the Lock Box wizard 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. 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.
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| title | Desktop Client |
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Payment status information is displayed as a list of radio buttons PostThis |
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option posts the receipt once the exception has been resolved. This functionality is not currently supported. Post + Refund OverpaymentIf this option is selected, the receipt is posted and the amount of overpayment is refunded to the customer. This |
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option is only applicable when the cash control batch is created automatically by the Lock Box wizard |
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Post + Refund Entire PaymentIf this option is selected, the payment is posted, and the entire payment is refunded This |
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option is only applicable when the cash control batch is created automatically by the Lock Box wizard |
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Allocate Overpayment - Same OrderIf this option is selected, the overpayment is allocated to new line items on an order that has not yet been shipped. This |
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option is only applicable when the cash control batch is created automatically by the Lock Box wizard |
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Allocate Overpayment - New OrderIf this option is selected, the overpayment is allocated line items on a new order. This |
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option is only applicable when the cash control batch is created automatically by the Lock Box wizard. VoidThis option is used to void invalid entries that cannot be posted. If this option is selected, |
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to Void, the payment is removed the Cash Total calculation on the Cash Control Batches record, and sets |
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to Resolved. Note that this option is only available for Cash |
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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. |
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