Cash Control Details records may only be created and/or edited from the Cash 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.

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 tab of the Cash Control Batches record, or is entered when the Cash Control Details record is automatically created by the Lock Box wizard. 

Note that this field is read-only if the Cash Details 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.

Note that this field is read-only if the Cash Details 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 tab of the Cash Control Batches record, or is entered when the Cash Control Details record is automatically created by the Lock Box wizard.

Note that this field is read-only if the Cash Details 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. 

Exception Status

When an exception is found during the matching process, the Exception Status field is set to Pending. Cash Control Details 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.

Post Record Button

This button posts the receipt once the exception has been resolved. This functionality is not currently supported.

Post + Refund Overpayment

If this option is selected, the receipt is posted and the amount of overpayment is refunded to the customer.

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

Post + Refund Entire Payment

If this option is selected, the payment is posted, and the entire payment is refunded

This field 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 field 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 field 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 Details record with a Status of Exception.

• Note, 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.