Creating Orders in Aptify

VIDEO TRANSCRIPT | Recorded: 2024-08-15 | Verify against current system state

Abstract¶

Quick demonstration of creating an order in Aptify Web for a Fellows application fee. Shows the order line search, adding products to cart, editing prices, selecting payment methods (including PAC-specific options), and how subscriptions and standing orders are automatically generated when the order is saved.

Key Procedures¶

Navigate to person record in Aptify Web
Go to Order Lines section
Search for product (e.g., "application fee")
Add product to cart
Edit price if needed (access-dependent)
Select payment method (check, Visa, PAC Cash, PAC Check)
Enter credit card details
Click Save to process order and generate subscriptions
Optional: Cancel order if needed

Notable Statements¶

0:00:08 "I thought it would just be good for you to see the Aptify flow"
0:01:02 "I just thought this would be interesting for you to see and create an order in Aptify web. It's very similar in the smart client"
0:01:31 "Like with the PAC contributions I was talking about, I can edit this and I can change the price to whatever I want"
0:01:37 "We can have rules in Aptify where you can't do that. But for the most part, if you're in here adding order lines, you have access"
0:02:12 "It defaults to check, but I'll change it to Visa"
0:02:35 "I would choose PAC cash, PAC check" (for PAC donations at events)
0:03:06 "The ship type is set to email by default, meaning this is not a physical order"
0:03:23 "Order source is just a way for us to analyze where this came from"
0:03:78 "If any subscriptions need to be built out, it's building subscriptions, standing orders. All those things are being built when you click save"
0:04:08 "It sent out an email at this point. It has created any subscription records. All that stuff is done"

Systems & Configurations¶

Systems Mentioned¶

Aptify Web
Aptify Smart Client (mentioned as similar)

Specific Configurations¶

Item	Value/Setting	Timestamp	Notes
Default ship type	Email	0:03:06	Non-physical orders
Default payment type	Check	0:02:12	Can change to Visa, etc.
PAC payment types	PAC Cash, PAC Check	0:02:47	For PAC bank account deposits
Order source options	Web, Physical mail	0:03:27	For analytics
Sample product	Fellows Application Fee	0:01:17	Used in demo

Credentials/Access Mentioned¶

Aptify Web access for order creation

Vendor Contacts Mentioned¶

None mentioned in this recording.

Errors & Troubleshooting¶

Issue: Order cancellation limitations
Cause: Order not yet batched
Resolution: Aptify limitation - certain cancellations restricted
Timestamp: 0:04:33

Transcript Gaps & Quality Notes¶

Short demonstration (5 minutes)
Fellows nomination process context provided
Screen sharing of Aptify Web not captured
Similar process works in Smart Client