Configuring the Default Purchase Order Payment Type

Aptify supports the Purchase Order payment type which is used throughout the system to track the promise of payment at a future date and/or the purchase of free products. By default, Aptify deploys with no Payment Types records, so you need to add your own payment types during implementation. The Aptify system assumes that you will create Payment Type ID 1 as a Purchase Order payment type, but this is not always the case. If Payment Type ID 1 is not available or you have assigned it to another payment type, then you will need to update the system to identify the default Purchase Order payment type you want to use. Also, you may decide to create multiple Purchase Order payment types for different areas of the systems. For example, an organization may want to create one default purchase order payment type for all orders and specify a second purchase order payment types for Advertising Insertion Orders, and a third for pledges made through Aptify fundraising functionality. Many of the purchase order related features are configured assuming that you have configured Payment Type ID 1 as a Purchase Order, and certain operations will fail if you do not update Aptify to specify a different Payment Type ID to use for purchase orders. In order to accommodate these changes Aptify provides steps necessary to configure an environment to use a Purchase Order payment type other than ID 1 as the default.

Refer to the steps below to configure your environment to specify a different Purchase Order payment type.

1. Open a view in the Payment Types service (typically found under the Accounting application)
2. Verify that Aptify includes at least one valid Payment Types record of Type Purchase Order in the system.
3. Note the ID of the purchase order payment type that you want to use as the default purchase order payment type in the following areas:
   • General Order Entry
   • Advertising Insertion Orders (if using the Advertising add-on module.
   • Pledges (if using the Fundraising add-on module)
   • e-Business Shopping Cart
      
4. From the Entities service (typically found under the Framework application), open the Payment Information entity and modify the default value of the Payment Type ID to point to the ID of the appropriate purchase order or whatever payment type you want to use as the default (although it is typically a Purchase Order payment type for most systems).
   • This is the default purchase order used for all orders, unless otherwise specified.
     
     
5. Save and close the Payment Information entity.
6. Open the Orders entity and go to the Configuration > Attributes tab.
7. Open the PurchaseOrderPaymentTypeID attribute and modify the value so that it points to the ID of the appropriate purchase order.
   • This is the purchase order used for all free orders, if a payment is not specified.
     
     
      
8. Save and close the Orders entity.
9. If using Advertising Insertion Orders, open the Advertising Insertion Orders entity.
10. Go the Configuration > Attributes tab.
11. Open the PurchaseOrderPaymentTypeID attribute and modify the value so that it points to the ID of the appropriate purchase order. 
    • This is the purchase order used for advertising insertion orders.
    • If the Advertising Insertion Order is for a zero amount, the purchase order specified on the Orders entity is used, since it is free.
    • You can also configure the default value of the PO Number field for the orders and cancellation orders generated by Advertising Insertion Orders by configuring the DefaultPONumberForNewOrder and DefaultPONumberForCancellation attributes.
       
12. Save and close the Advertising Insertion Orders entity.
13. If using Fundraising Management, open the Pledges entity.
14. Go to the Configuration > Attributes tab.
15. Open the PurchaseOrderPaymentTypeID attribute and modify the value so that it points to the ID of the appropriate purchase order. 
    • This is the purchase order used for orders generated by Pledges.
       
16. If using e-Business (5.0 SP3 or later), open the Web Shopping Carts entity.
17. Go to the Configuration > Attributes tab.
18. Open the POPaymentTypeID attribute and modify the value so that it points to the ID of the appropriate purchase order.
    • The Payment Type ID that represents the Purchase Order payment type that should be used with the Bill Me Later feature. If the attribute is not specified or the value of the attribute is less than 1, the Bill Me Later check box is not displayed on the e-Business Credit Card User Control.
       
19. Save and close the Web Shopping Carts entity.