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About the Orders Form

The Orders form is the primary form used for order entry. By default, the Orders form always opens with the details on the Ship To tab showing in the upper portion of the form.

Orders Form in Aptify Desktop Client   Orders Form in Aptify Web
The Orders form has three areas:

Order Entry Area

Order Entry Area of the Orders Form

Customer Tab

Order Date

The date the order was taken.

Order Party

Specifies whether the order is an individual or company order. 

Ship To

Name of the person to whom the order is being shipped.

Selecting a name automatically populates the Company, Address, City, State, ZIP, Country, and Phone fields with information from the related Persons record.

Ship To Company

Company associated with the Ship To person. Company information may populate automatically when the name of the Ship To person is selected.

Billing Same as Shipping

Check this box to use the same shipping information for the billing information (including person, company, address, and phone). When unchecked, a user can specify different billing information as needed.

Bill To

Name of the person to whom the order is being billed. Defaults to information from Ship To customer name fields.

Selecting a name automatically populates the Company, Address, City, State, ZIP, Country, and Phone fields with information from the related Persons record. If the order has no order detail lines, the order's currency type changes if the related Persons or Companies records specifies a preferred currency. The hierarchy is to select the preferred currency of the company, and then the preferred currency of the person if the Company field is cleared.

Bill To Company

Company associated with the Bill To person. Company information may populate automatically when the name of the Bill To person is selected.

Customer Type (read-only)

Once an order is saved, the Orders form displays Member Type information indicating the member type of the Bill To Company and the member type of the Bill To Person for that order. For example, "Customer Type: Member/NonMember" indicates that the Bill To Company is a member but the Bill To Person is not.


Promotional campaign under which the item or items being ordered have been sold. Aptify tracks all the items of a given campaign. Entering a campaign in this field tells the system to reflect campaign prices for all the items that are ordered that fall under that campaign. Items ordered that are not part of the campaign are not affected. If the item has not been sold under a campaign, this field should be left blank. This field links to the Campaigns service.

Ship Type (required)

Indicates how the product is shipped to the customer. The default is US Mail. The systems administrator has associated each ship type with a GL account.

Order Source

How the customer placed the order. The default is Walk-In. Other standard options are Phone and E-mail.

If the Aptify e-Business Suite is being used, orders generated from the web site automatically have a source of Web Order.

Ship To Address

The Ship To person's preferred shipping address.

In Aptify web, the Bad Address option is always displayed on any form where the address control is displayed, no matter how the administrator has configured the bad address input properties. However, enabling or disabling the Bad Address option in this form does not effect the status of the address. This option is effective only when it is set on the Companies and Persons top-level entities. This is a known issue set to be resolved in a future release of Aptify. Contact Aptify Technical Support for updates.

Ship To Phone

The Ship To person's phone number.

Bill To Address

The Bill To person's preferred billing address.

Bill To Phone

The Bill To person's phone number.

PO #

Purchase order number. This field is only available when Pay Type is set to Purchase Order.

Due Date

Date that payment is due. This field is only available when Pay Type is set to Purchase Order.


Terms of the PO (such as Net 10 or On Demand) display automatically. This field is only available when Pay Type is set to Purchase Order.

Deposit Date

Date the payment will be deposited. This field is only available when Pay Type is set to Visa, MasterCard, American Express, or Discover.

Acct #

Credit card account number. This field is only available when Pay Type is set to Visa, MasterCard, American Express, or Discover.


Expiration date of the credit card. This field is only available when Pay Type is set to Visa, MasterCard, American Express, or Discover.

Auth. Code

Authorization code for the credit card. If the organization uses Cybercash, this field populates automatically. This field is only available when Pay Type is set to Visa, MasterCard, American Express, or Discover.

Security #

The credit card's Card Security Code (CSC). Enter the code if required by your organization's credit card authorization policy. This field is only available when Pay Type is set to Visa, MasterCard, American Express, or Discover.

Deposit Date

Date the check will be deposited. This field is only available when Pay Type is set to Pre-Paid Check.

Check #

Number of the check. This field is only available when Pay Type is set to Pre-Paid Check.

Acct. #

Number of the checking account (last ten digits on the bottom of the check). This field is only available when Pay Type is set to Pre-Paid Check.


Name of the bank on which the check is drawn. This field is only available when Pay Type is set to Pre-Paid Check.


The bank's routing number (first nine digits on the bottom of the check). This field is only available when Pay Type is set to Pre-Paid Check.

Credit Order

An order for this customer with a negative balance that is used as a payment against other orders. This field is only available when Pay Type is set to Credit Memo.

Shipping Tab

Promised On

The date when the customer has been promised that the shipment will arrive.

Hold Until

The date indicates how long the shipment should be placed on hold for the customer prior to shipping.

Date Shipped

The date automatically populates when the order is marked as Shipped. Generally, this information is not available when the order is first placed. The date may be changed manually.

Shipped By

Name of the employee who shipped the items on the order.

Tracking #

Tracking numbers for the order, such as a Federal Express® airway bill number.

Ship Expense (read-only)

The cost of shipping the order with the selected Shipment Type. This field populates automatically based on the order's shipping information. This differs from the Shipping field at the bottom of the form which records the shipping costs being charged to the customer.

Drop Ship Box

If the inventory for the item being ordered is kept at a supplier's warehouse, the item can be drop-shipped from that warehouse. Selecting this option affects the General Ledger but does not affect inventory.

Cust. Ship Acct#

Shipping account number, such as a Federal Express® account provided by the customer.

Arrival Date

Date when the customer received the shipment.

Back Orders

This area displays a view of any back orders linked to this order. In other words, it displays any orders that have the current order specified in the Original Order field and whose Order Status is Back-Ordered or whose Order Type is Back-Order. See Shipping Orders and Placing Back Orders for information on back orders.

Note that once a back orders Order Status changes to Shipped, the back order no longer appears on this tab for the original order. (This assumes that your organization has the BackOrderAR attribute set to 1; see About Orders Entity Attributes for information on this attribute.)

Accounting Tab

Taken By

The system automatically populates the Taken By field located on the Accounting tab, with your name when you open a new order. If your name does not appear in this field, you must manually enter your Employees record in the Taken By field before you can save an order.


This field links to the Organization service and stores details on the Organization associated with the order.

If your name does not appear in the Taken By field automatically, contact your system administrator for assistance. Your user may not be linked to an Employees record.

Sales Rep

This field links to the Persons service and stores the details about sales representative responsible for the order.


This field links to the Opportunities service and links the order to a new or existing Opportunity.

Order Payments Sub-Tab

The Order Payments sub-tab stores information concerning how a customer has paid or will pay for an order.


The ID of the payment.

Payment Date

The Date of the payment.

Payment Amount

The amount of the payment.

Payment Type

Indicates how the customer is paying for the order. The default is Purchase Order. Each company or individual using a PO# must have an approved credit status and credit limit recorded in Aptify (if Aptify is configured to perform credit checks see Understanding Order Credit for details). Accounting sets up the credit status and limit of each company or individual. If an order exceeds a company's or individual's credit limit, they must purchase the items using a different Pay Type. Other choices supplied with the product are Visa, MasterCard, American Express, Discover, Cash, Pre-Paid Check, Credit Memo, Refund Voucher, Bad Debt Write-Off, and NSF Check. The system administrator may provide additional payment types for the system, or may make some standard payment types unavailable for use in the organization. All pay types are associated with GL accounts. For this reason, unlisted pay types are not accepted.

In the Aptify 5.5.4 Desktop client, the Payment Type for a backorder defaults to the Payment Type used in the original order.


Depending on the Pay Type chosen, the fields in the payment section change. Choosing Inflow Payment types such as Visa, Mastercard, American Express, Discover, and Pre-Paid Check automatically creates a payment record at the time of the Order. If the amount of the initial Payment is not equal to the grand total of the order, use the Initial Payment Amount field to have the Payment created with a different amount.

When using a credit card Payment Type, the card may be authorized at the time of the Order, but should not be charged until the Order is shipped. If the organization is using a third-party merchant account for credit card processing, the credit card is typically authorized automatically when the Order is saved. The credit card is then charged after the Order is shipped by running the Capture wizard within Aptify.

See Managing Payment Types for information on the standard payment types included with Aptify and the fields that appear when you select a particular type.

GL Entries Sub-Tab

Displays all the GL accounts that are affected by the difference products on this order sorted by GL account number. The Debit Amount and Credit Amount columns display the sum of the products ordered that impact that particular account. The sum is displayed in the currency type of the order.

Deferred Income Sub-Tab

This tab displays a list of scheduled transactions associated with the order. The scheduled transactions are created by the system to recognize the revenue from a sale over time or to recognize the gain or loss on a foreign currency transaction.

Products such as Membership Dues, Subscriptions, and sometimes Meetings typically involve a sale where the revenue is earned over time. In these cases, scheduled transactions are created and that revenue is placed into a deferred income account and then transferred into the normal sales account as it is earned. Scheduled Transactions are then created by the system to transfer the income from the Deferred account to the Sales account.

At the time of shipment, a Scheduled Transaction Group record is generated that tells the system how to generate the Scheduled Transactions for this order at a later time. Scheduled Transaction Groups first must be expanded to see the Scheduled Transactions on this tab. Scheduled Transaction Groups are used strictly to enhance system performance.

Because an order may have several Scheduled Transaction Group records associated with it, generating these records may be slow. The scheduled transaction group allows the Scheduled Transaction records to be generated in a general ledger batch process at a later time when system usage is at a minimum. For information on expanding Scheduled Transaction Groups, see About Scheduled Transactions and GL Accounts.

Scheduled transactions are also created by the Mark-To-Market wizard. The Mark-To-Market wizard runs manually and in the foreground, or automatically and in the background when the order is based on a foreign currency and payment for the order is not received in full at the time of the order. Scheduled transactions are created to reflect the gain or loss on the foreign currency order due to changes in the currency spot rate (exchange rate). Scheduled transaction groups are not created because only one scheduled transaction is typically required to reflect the gain or loss.

Payment Schedule Sub-Tab

If a purchaser intends to pay for the order on an installment plan, you can use the Payment Schedule Type option to automatically create Payment Schedules. For new orders you can also create a purchaser's payment schedule directly on the Orders record's Summary. For more information, see Recording a Payment Schedule.

Mark A/R to Market Sub-Tab

The Mark A/R to Market tab displays all Mark-to-Market foreign currency adjustment transactions for orders in a foreign currency (that is, orders not in the organization's functional currency). Scheduled Transactions related to Deferred Income continue to appear under the Accounting > Deferred Income tab. See Configuring for Foreign Currency Transactions for information on working with multiple currencies.

Currency Spot Rates Sub-Tab

Aptify supports taking orders in multiple currencies, depending on the business practices of your organization. If you are creating an order in a foreign currency, Aptify records the effective currency spot rate between the foreign currency and your organization's functional currency under a variety of conditions, and these spot rates appear on this tab. See Using Currency Spot Rates for details.

Cancellations Tab

This tab displays a view of any cancellation orders linked to this order.

Subscriptions Tab

If a subscription item has been ordered, the system automatically generates a Subscriptions record once the order is shipped. The subscription stores the information such as the number of issues that were ordered, the number of issues that have been sent, the date the subscription started, and the date it is slated to end. See Managing Subscriptions for information on subscriptions.

Messages Tab

In Aptify 5.5, this tab is labeled Comments.


This tab contains any additional details relevant to the Orders record.  All comments from the original order will flow into a cancellation order or a cloned order.

Suppress Confirmation Email

This option, added in Aptify 5.5.1, stops an automated confirmation email from being sent to the customers.

Ship To Email

This field, added in Aptify 5.5.1, is a read-only field that identifies the email address of the Ship To party.

Comments Sub-tab

The Comments tab contains comments or additional details relevant to the Orders record. 

Invoice Messages Sub-tab

This tab displays any applicable invoice message(s) for the order. See Adding Invoice Messages for more details.

Company Admin Review Comments Sub-tab

This tab displays any applicable comments from the Company Admininistrator.

Attachments Tab

The Attachments tab lists any files relevant to the Orders record.

Lines Area

Order Lines Area

Find Product

Product that the customer wishes to order.


Quantity of the product being ordered.

Add Button

This button is used to add products to the order line grid.

Click for Details

When a user places the mouse cursor in this column, a Click for Details message appears. A user clicks here to open the Order Line form. See About the Order Lines Form for more information.


The order line's position in the order.


This column displays the product's Product Type (such as General or Meeting) as an icon. For the extended product types (Meeting, Publication, Housing, and Expo), when a user places the mouse cursor in this column, the name of the product type appears. See Ordering Other Types of Products for more information on ordering extended products.

Product ID

The ID of the order line's product.


The name of the product on the order line. When a user places the mouse cursor in this column, a message appears. A user can click the product's name in the order line to open the product's corresponding Products record.


This column displays the contents of the product's Description field, as specified on the Products record.


The number of units ordered for this product.


The price per unit that the organization is charging the Bill To person/company.


This column displays any discount percentage that has been applied to the order line, if applicable. Typically, this automatically applied when the order is linked to a campaign.


This is the total value of the order line (the Quantity x Price minus any applicable discount).

Summary Area

Beginning with Aptify 5.5 the Summary area of the Orders form has been updated to displays aggregate information about the order, including the Order Type, Order Status, Payment details, the Order Totals, Balance due, and amount of Tax charged. In earlier versions of Aptify all of the payment details were stored on a separate tab. This simplified order form allows users to manage basic payment information from the main tab of the Order form. As of Aptify 5.5.1, this area is labeled Payment and Summary.

Summary Area

Order Type

The default Order Type is Regular. The other order types contained in Aptify are Back Order, Cancellation, and Quotation.

  • Back-Order: Order items are on back-order. If there is only enough inventory to fulfill part of an order, a new order of type Back-Order is automatically created for the items that cannot be shipped. This back order is automatically linked to the original order.
  • Cancellation: Order was cancelled or returned. To use this field, enter a negative quantity for the item being returned or cancelled in the Quantity field for the Order Line.
  • Quotation: Marking an order as a Quotation means that it does not affect the General Ledger or Inventory. This is the only order type that may be changed after it has been saved. It can later be turned into a regular order. Unless the Order Type changes, the Order Status field on the Ship To tab remains disabled and shows Taken.

Payment Type

The type of payment used for the order. Choose from one of the following:

  • Purchase Order
  • Pre-Paid Check
  • Credit Card 
  • Credit Memo
  • Refund Voucher
  • Bad Debt Write-Off
  • NSF Check (Non Sufficient Funds) 
  • ACH (Automatic Clearinghouse)
  • Cash
  • CC Reference Transactions 

The default value for this field is Purchase Order. For information on the fields that are displayed after selection of a payment type, see the child topics in the About Sample Payment Types topic.

Order Status

The status of the Order. Choose from Taken, Shipped, Back Ordered, or Cancelled. The Order Status field is set to Taken by default for all new orders and cannot be modified until after the new order has been saved for the first time.

Save For Future Use

This field, added in Aptify 5.5.1, provides the ability,for users to save the associated payment type for future use to either the Person (default) or Company record. When a new order or payment is created for this person/company, the user is able to apply the payment type without re-entering the related information. For this field to be active, the Allow "Save For Future Use" option must be selected in the related Payment Types record. See About the Payment Types Form for more information.

Ship Partial

This button opens the Aptify Line Shipping dialog, which displays the order's order lines, the quantity on each order line, and the Inventory Location from which the order line's units will be deducted (if applicable).

Initial Payment Amount

If the customer makes a partial payment when ordering, this field contains the amount of the initial payment. If the customer makes full payment when ordering, the field is not used.

Cash Control

Cash Control is a batching feature of Aptify designed to automate centralized cash control management. This is useful at organizations that use lock-boxes or other internal cash-processing methods. This feature is based on the use of a main repository at an organization, whether internal or deposited into a bank account. It can be used to reconcile cash being deposited against payments being credited to customer's accounts. Generally, this number is assigned by the Accounting department.

Note that once the specified Cash Control Batch has been approved, you can no longer change a payment's Cash Control Batch affiliation (the Cash Control Batch field becomes read-only on the Payments record).

See Processing Cash Receipts for information on Cash Control Batches.

Payment Scheduled Type

If the purchaser intends to pay for the order on a an installment plan, this field automatically generates the Payment Schedule records and can be set to: None, Monthly, Quarterly and Half-Yearly. By default this field is set to None.

Currency Type

The Currency Type field indicates the currency in which the order's monetary value are expressed. Aptify automatically sets the order's Currency Type using the Preferred Currency specified in the Bill To party's Persons or Companies record (if different from the default currency) using the following logic:

  • If a Bill To Company is specified, the system applies the Company's Preferred Currency Type to the order.
  • If no Bill To Company is specified, then the system applies the Bill To Person's Preferred Currency Type to the order.
  • If  the specified Bill To Company does not have a Preferred Currency Type defined and no Ship to Person is specified (i.e. a company only order), the  order uses the default Currency  Type for orders.
  • If no Preferred Currency Type is defined for the Bill To Company or Person, the order uses the default Currency Type for orders.

The order's Currency Type field is used to select the appropriate Prices record for each order detail line. The Currency Type field links to the Currency Types service.

Order Level

Order Levels control which GL Accounts are used for a specific order. For example, organizations that sell products to other internal divisions and may want to record the sale, but book the sale to a different set of GL Accounts than if it were being sold to an outside customer. People and companies can have default order and payment levels that are used for purchases, but these items can be overridden on the order. For more information, see About Order Levels and GL Accounts.

Sub-Total (read-only)

Price of the order before shipping and taxes are added.

Shipping (read-only)

Aptify automatically calculates shipping charges based on the order's Shipment Type. See Managing Shipping Charges for information on shipping charges and how they are calculated in Aptify. Also, a user can override the shipping charges within the Shipping/Handling Details dialog. See Overriding Calculated Shipping Charges for details.


This field displays any handling charges that apply to the order. If the order includes handling charges, you can click the Information button to the right of this field to open the details window that displays additional information about the order's handling charges. See Understanding the Shipping and Handling Details Dialog for more information.

Tax (read-only)

Tax is automatically calculated for taxable products, as needed. See Managing the Sales Tax Infrastructure for information on taxation.

Total (read-only)

The Total field represents the amount of the order, including all line items, tax, and shipping.

Balance (read-only)

The Balance field represents the balance due to pay off the order.

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