This topic describes how to record a payment directly from the Payments service (assuming that the payment is in the same currency as the order). You create new payments using this method when:
A customer makes a payment against an order with an outstanding balance and requests that it be applied against specific order lines, tax, or shipping.
All payments must apply to an order, even pre-paid deposits/advanced payments. See Recording Prepaid Deposits for details. |
Follow these steps to record a payment from the Payments service:
The Effective Date is the date the payment is considered "effective." This is typically the same as the Payment Date. However, if your organization uses the Pending Payment Status, this field can be used to identify when a Payment's Status changed from Pending to Posted.
When a new payment is opened from the Orders record's Accounting > Order Payments tab, Aptify also automatically creates a payment line for the outstanding balance of the applicable order. If you opened the New Payments record from this tab, the Order Entry system performs Step 2 below for you. |
If this payment covers multiple orders, use these buttons to specify one of those orders. The available buttons are as follows:
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New Order: Select this option if the payment is a pre-paid deposit or advanced payment. See Recording Prepaid Deposits for details.
Discuss this requirement with your accounting department as necessary. If the products on an order have different Account Receivable (A/R) accounts and you apply a partial payment to the entire order, Aptify proportionally credits all of applicable A/R accounts. However, if you specify a single order line, the system credits only the A/R account associated with that line's product. |
Note that the Purchase Order payment type does not appear in the list since that payment type does not correspond to an actual payment.
Since credit card numbers are encrypted in Aptify, you must have access to the appropriate Security Key in order to save a credit card payment. If you do not have access to the key, an error message appears when you try to save the payment stating that the credit card number field cannot be blank. See Granting Access for Credit Card Number Encryption or contact your administrator for assistance. |