Cash Control Batches are used to process cash receipts, either manually or through the use of the Lock Box wizard.

When the Lock Box wizard is run, a Cash Control Batches record is automatically generated. Cash Control Details records are automatically created and listed on the Lock Box tab.

The appearance of the Cash Control Batches form depends on the method of creation. When Cash Control Batches records are manually created, a Cash tab is displayed, and users must manually insert Cash Control Details records on this tab.

When Cash Control Batches records are created through the Lock Box wizard, a Lock Box tab replaces the Cash tab.

Top Panel

Date Entered (required)

The date the Cash Control Batches record was created.

Deposit Date

The date the receipt was deposited.

Entered By (required)

The name of the employee who created the Cash Control Batches record. This field fills in automatically if the user has an associated Employee ID.

Approve Button

This button approves the cash control batch and locks down the record. Once the record is approved, the button label changes to read De-Approve. The De-Approve button removes the approval so the record may be modified.

Date Approved (read-only)

The date the cash control batch was approved. This populates automatically when the Approve button is clicked.

Approved By (read-only)

The user who approved the cash control batch. This populates automatically when the Approve button is clicked.

Payment Total (read-only)

The calculated total of the payments recorded. Cash Control Batches records may only be approved when the value in the Payment Total field equals the value in the Cash Total field.

Cash Total (read-only)

The calculated total of the cash receipts recorded. Cash Control Batches records may only be approved when the value in the Payment Total field equals the value in the Cash Total field.

Attachments Tab

The Attachments tab lists any files relevant to the Cash Control Batches record.

Cash Tab

This tab is displayed only when the Cash Control Batches record is created manually. If the record is created during the Lock Box wizard process, the Lock Box tab appears instead. The Cash tab lists all associated Cash Control Details records for the cash control batch.

Customer

The name of the customer who sent the payment.

Amount

The amount of the payment received.

Type

A list of available payment types for the payment.

Add

The Add button generates a new Cash Control Details record based on the values entered in the Customer, Amount, and Type fields. This record then displays in the grid on the Cash tab.

Comments Tab

The Comments tab contains any comments relevant to the Cash Control Batches record.

Lock Box Tab

If the Cash Control Batches record was created from the Lock Box wizard, this tab displays, listing all the records imported from the lock box and their general status.

All Records

If this option is selected, all Cash Control Detail records are listed on the tab.

Matches Only

If this option is selected, only the matched records display on the tab.

Unresolved Exceptions Only

If this option is selected, only the records with unresolved exceptions display.

Posted Only

If this option is selected, only the posted records display.

Match Button

This button triggers the matching process to match receipts imported through the wizard with orders within the system.

Post Button

This button posts all Cash Control Details records in the cash control batch that have a status of Matched, or have a status of Exception and an Exception Status of Resolved.

Bank Batch ID (read-only)

This field contains the cash control batch # from the bank for this lock-box import. The value is populated automatically by the Lock Box wizard.

Payment Type (read-only)

The type of payment for the cash control batch. This field is not used in Aptify 5.0 and up; it is provided for backwards compatibility purposes. In Aptify 5.5, each cash receipt has its own specified Payment Type. See About the Cash Detail Form for details.

Posted Payments Tab

A list of all associated Payments records for the cash control batch.