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About the Payments Form

Payments received for orders are recorded in Payment records. Payments records can be opened directly from the Payments service or from the Accounting tab of the Orders record.

Payments Form in the Web Interface

Top Panel

Taken By (required)

Person entering the payment. This field should automatically populate with your name. If it does not populate automatically, speak with the system administrator. This field links to the Employees service.


The organization to which this payment applies. By default, this field populates with the organization of the Taken By employee. The specified Organization's functional currency determines the functional currency for this payment.

Person (required)

Name of the customer making the payment. This field links to the Persons service.

Payment Party

A read-only field that specifies whether the order is an individual or company order. (Added in Version 5.5.3)


This field displays the company making the payment and links to the Companies service.

Search Button Area

This area contains button(s) that are used to search for related Orders or Invoice records.. The functionality of the search buttons differs by release.

Authorizations Tab

This tab lists all of the authorization codes associated with the payment. See About the Payment Authorizations Form for details.

AP Integration Tab

If your organization uses Aptify's Accounts Payable integration feature for processing refunds, then the information on this tab is automatically filled in by the AP Integration wizards. See Integrating with an Accounts Payable System for details.

Note that this tab only applies to Refund Voucher payments.

Payments AP Integration Tab

AP Export Run

This field links to the AP Export Runs record associated with this refund voucher payment.

AP Import Run

This field links to the AP Import Runs record associated with this refund voucher payment.

Date Exported To AP

This field specifies the date and time at which this payment's details were exported to an AP system.

Date Imported From AP

This field specifies the date and time at which this payment's refund check information was imported into Aptify from an AP system.

Refund Payee Name

This field specifies the person or company who appears on the refund check. This information is automatically populated following an AP Import Run.

Refund Reason

This drop-down field specifies the reason for the refund. An administrator can edit the list of available reasons by modifying the value list for the Refund Reason field in the Payments entity's Entities record.

Refund Check Number

This field specifies the refund's check number. This information is automatically populated following an AP Import Run.

Refund Paid Date

This field specifies the date on the refund check. This information is automatically populated following an AP Import Run.

Comments Tab

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

Details Tab

This tab contains additional information about the payment.

Payments Details Tab

Payment Status

The Payment's current Status. The standard options are Posted, Pending, On Hold, Exception, and Batched. A payment with a status of Pending, On Hold, or Exception is not applied against an Order's balance. By default, all payments are created with a Status of Posted, but an organization can modify this behavior as needed based on its business rules. A user cannot set the Payment Status to Batched manually (Aptify automatically applies this setting when the payment has been batched). See About Payment Statuses for more information.

Payment Level

Payment levels allow the cash receipt to be placed into multiple GL accounts for the same payment type, thus allowing a user to determine where the cash is deposited. The default is Regular. Any number of Payment Levels can be set up. Accounting can use Payment Levels and Order Levels to control which GL Accounts are used for the payment. For information on GL Payment Levels, see About the GL Payment Levels Form for more information.

Cash Control Batch

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 Date (required)

Date when the payment is made or received by the organization. Note that if this payment is in a different currency than the corresponding order, the specified Payment Date may impact which spot rate the system uses when converting currencies (it uses the rate whose date is closest to, but not later than, the Payment Date).

Deposit Date

Date when the payment is deposited. If a payment is linked to a Cash Control Batch, then this field automatically populates with the Deposit Date from that batch.

Effective Date

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.

Service Charge Account

Account where the service charge is allocated, if there is a service charge associated with the order.

Service Charge

Service charge from the order, if there is one, automatically populates this field.


Indicates whether the payment is a refund to the customer.

Currency Type

The Currency Type field indicates the currency in which the payment is made. When a Payments record is created from the Payments tab of an order, the default value is the currency type of the order. A payment's currency type must match the currency type of the order(s) to which it applies. This field links to the Currency Types service.

Payment Type

This field displays if a new Payments record is opened from the Payments service. Payment Type is the method the customer is using to pay. Standard options are Cash, Pre-Paid Check, Visa, Credit Memo, Bad Debt Write-Off, Mastercard, American Express, Discover, and NSF Check. The default is Pre-Paid Check. Additional fields display below the Payment Type field, based on what payment type the user selects. Different data is required from the user depending on the payment type.

Refund This Payment

Click this button to launch the Payment Refund wizard. Added in Version 5.5.1.

Status Info

This is a read-only field that displays information on the status of the payment. Added in Version 5.5.1.

GL Entries Tab

Lists GL Entries that are created automatically based on GL Account information configured for each payment type.

Payment Lines Tab

Lists payments made against an order. Payments for additional orders can be made on the same payment form. The total for all payments made displays in the Total field at the bottom right of the form.

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