Cash Details records may only be created and/or edited from the Cash Details (Aptify web interface only), Cash (Aptify Desktop client only), or Lock Box tab of the Cash Control Batches record. Each record documents one receipt received and entered into the cash control batch, either manually or by the Lock Box wizard.

 

Comments Tab

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

General Tab

Customer (required)

The customer who made the payment.

Amount

The amount of the payment received. This value comes either from the Amount field on the Cash Details (Aptify web interface only) or Cash (Aptify Desktop client only) tab of the Cash Control Batches record, or is entered when the Cash Detail record is automatically created by the Lock Box wizard. 

Check Number

If this payment corresponds to a check, this field stores the check number. This assumes that the check number is contained within the Lock Box import file.

Payment Type

The type of payment received. This value comes either from the Type field on the Cash Details (Aptify web interface only) or Cash (Aptify Desktop client only) tab of the Cash Control Batches record, or is entered when the Cash Detail record is automatically created by the Lock Box wizard.

Status (read-only)

The status of the record is automatically set by the system from the following options:

• Unmatched: the status for a new record. This is the default value.
• Matched: the record has been successfully matched against an order, but has not yet been posted.
• Posted: the record has been posted.
• Exception: the record is not a match to an existing order.

Bank Key

The bank key is a unique identifier provided by the bank in the imported list of receipts. This field is automatically populated by the Lock Box wizard and is only used during the Lock Box import process.

Order ID (read-only)

If the Cash Control Batches record is created by the Lock Box record, this field will be automatically populated with an Orders record ID when the Match button is clicked and a match is found. If the Cash Control Batches record is created manually, the Order field is read-only and may not be accessed by the user.

Payment ID (read-only)

The ID of the Payments record after the payment is posted for this corresponding line item in the cash control cash control batch. This field is populated automatically by the system when applicable.

Exception Type (required)

If status is set to Exception, this field describes the type of exception found during the matching process. Possible exception types are:

• None: no exceptions noted. This is the default value.
• No Order: no order matches this item.
• Overpayment: the balance of the order in the Order field is less than the amount of the payment.
• Underpayment: the balance of the order in the Order field is greater than the amount of the payment.
• Other: any other exception.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard. 

New Order ID

This field is used to specify the ID of an order.

Exception Status

When an exception is found during the matching process, this field is set to Pending. Cash Control Detail records may not be posted until the Exception Status has been set to Resolved.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard.

Exception Comments

The comments field contains any additional details relevant to the exception or resolution.

This field is only applicable when the cash control batch is created automatically by the Lock Box wizard.

Payment Status Information

The presentation of the payment status information differs based on interface.