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Aptify Order Processing Workflow

VIDEO TRANSCRIPT | Recorded: 2025-01-22 | Verify against current system state

Abstract

Complete walkthrough of Aptify order processing from order creation to Sage export. Demonstrates GL entry generation on orders and payments, product GL account configuration (sales vs deferred income), payment type GL accounts, batch creation process, and how finance manually copies GL summaries to Sage after reconciling with payment gateways.

Key Procedures

  • Create new membership order
  • Process payment (Visa)
  • View order-level GL entries (Accounting tab)
  • View product GL account configuration (sales, deferred income)
  • View payment GL entries on order payments
  • Check payment type GL account setup
  • Run batch process to create order batch
  • Review batch GL entry summaries
  • Reconcile with payment gateway (Braintree/PayPal)
  • Manually copy GL amounts to Sage

Notable Statements

  • 0:00:06 "We're going to walk from creating an order all the way to batching the order and seeing the GL code summaries"
  • 0:01:11 "If I go to Accounting, you're going to see there are order level GL entries"
  • 0:01:16 "There is an accounts receivable entry and then a line one showing that this one is deferred income"
  • 0:01:35 "In this membership product setup, we have a GL account. We have two GL accounts, one for sales and then one for deferred income"
  • 0:01:43 "410 and then 2100" (GL account numbers)
  • 0:02:04 "The payment itself also has GL entries associated to it. So cash inflow and then cash going back out"
  • 0:03:06 "Visa has GL accounts associated to it, $1,999"
  • 0:04:06 "This is basically creating the batch order GL entries"
  • 0:05:17 "The amounts, it matched what they see in Braintree or PayPal... they go ahead and identify and copy over the GL account and the amounts"
  • 0:05:52 "The amounts are then copied over into Sage manually"
  • 0:06:04 "Our expectation is that... these GL accounts would all be reported in RightRev"

Systems & Configurations

Systems Mentioned

  • Aptify (order processing)
  • Sage (accounting system)
  • Braintree (payment gateway)
  • PayPal (payment gateway)
  • RightRev (future GL reporting)

Specific Configurations

Item Value/Setting Timestamp Notes
Membership product - Sales GL 410 0:01:43 Revenue account
Membership product - Deferred GL 2100 0:01:43 Deferred income
Visa payment type GL 1999 0:03:06 Payment GL account
Batch types Order batch, Payment batch 0:05:02 Separate processes

Credentials/Access Mentioned

  • Aptify access for order creation and batching
  • Sage access for GL entry (manual)

Vendor Contacts Mentioned

None mentioned in this recording.

Errors & Troubleshooting

No errors - this is a process walkthrough.

Transcript Gaps & Quality Notes

  • Process documentation recording (6 minutes)
  • Screen sharing of Aptify not captured
  • Finance reconciliation process described
  • RightRev mentioned as future reporting target
  • Payment batch GL entries separate from order GL entries