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1. A member of the accounting department creates the appropriate Cost Types records for a particular product within Aptify. See the "Creating Product Cost Types" section in the General Product Setup chapter of the Aptify 5.5 Product Setup and Maintenance Guide for  for more details.
2. An organization forecasts the cost of a particular event or other product by creating Cost Planning records. See the "Cost Planning" section in the General Product Setup chapter of the Aptify 5.5 Product Setup and Maintenance Guide Creating Cost Planning Records for Products for more details.
3. Once the overall forecast for an event/product has been determined, an organization creates Product Cost Details records for the details of an event, publication or any other product as necessary. See the "Creating Product Cost Details" section in the General Product Setup chapter of the Aptify 5.5 Product Setup and Maintenance Guide for more details.
4. A member of the accounting department (or another authorized user) approves the Product Cost Details records, triggering the creation of the appropriate Scheduled Transactions record for the accrued expense. See the "Creating Product Cost Details" section in the General Product Setup chapter of the Aptify 5.5 Product Setup and Maintenance Guide for more details.
5. A member of the accounting department opens a particular product or creates a view of the product cost details service and runs the AP Export wizard to generate the file(s) that can be exported into the third-party AP system.
   • The AP Export wizard can also be run for each Product from a Products record's Accounting > Cost Details tab.
   • For export to Microsoft Dynamics Great Plains (GP), Aptify generates two files: a Vendor file and a Transaction file. The Vendor file contains information about the recipient(s). The Transaction file contains the cost details.
   • For each export operation, Aptify creates an AP Export Runs record for tracking purposes.
   • See Running the AP Export Wizard for more information on the export wizard.
     
     
6. A member of the accounting department imports the export files into the AP system and generates printed checks to process the expense. When the check is cut within the AP system, the appropriate payable general ledger (GL) account is debited and the cash account is credited.
7. A member of the accounting department generates a file from the AP system to import the check details into Aptify.
8. A member of the accounting department imports the check details into Aptify using the AP Import wizard. The wizard creates an AP Import Runs record and updates the AP Integration tab on the applicable Product Cost Details records as needed.
   • See Running the AP Export Wizard for information on the import wizard.