Credit Card Order Batching
VIDEO TRANSCRIPT | Recorded: 2025-01-20 | Verify against current system state
Abstract¶
Walkthrough of the finance team's daily order batching process. Demonstrates comparing BluePay (CardPoint) transaction totals to Aptify order totals, creating order batches that flag orders as batched, and viewing GL entries for manual transfer to Sage Intacct. Explains deferred revenue handling and PAC account receivable GL codes.
Key Procedures¶
- Run BluePay transaction report for previous day
- Compare total to Aptify order view with same dates
- Export to Excel to verify totals match
- Create order batch through wizard
- Review GL entries and debit/credit balancing
- Manually copy GL data to Sage Intacct
Notable Statements¶
- 0:00:11 "They do two types of batching each day. They do an order batch and a payment batch"
- 0:00:22 "They run a report to get the transactions for the previous day"
- 0:01:41 "Once I start this process, it is going to flag that order that it has been batched"
- 0:01:56 "One has been excluded for a reason, most likely that it was already batched or it was a refund"
- 0:02:15 "This would regenerate the GL entries for each order. That would take quite a while"
- 0:02:49 "They've never, they told me they never regenerate the entries"
- 0:03:47 "This is where they get the information to put into Sage Intacct"
- 0:04:00 "They move these into Sage Intacct... manually by hand, just copying over these pieces"
- 0:04:27 "You can see that these are PAC revenue GL codes. And this is a PAC account receivable"
- 0:05:03 "It's actually almost... everything for membership" is deferred revenue
Systems & Configurations¶
Systems Mentioned¶
- Aptify (order batching)
- BluePay/CardPoint (payment gateway)
- Sage Intacct (accounting system)
Daily Batching Types¶
| Batch Type | Purpose |
|---|---|
| Order batch | Orders from previous day |
| Payment batch | Payments from previous day |
Batch Wizard Steps¶
| Step | Action |
|---|---|
| 1 | View orders in query |
| 2 | Click Create order batch |
| 3 | Review excluded items |
| 4 | Skip regenerate entries (optional) |
| 5 | Review GL summary |
| 6 | Verify debit/credit match |
| 7 | Approve and finish |
GL Account Examples¶
| GL Code | Purpose |
|---|---|
| PAC Revenue | PAC product sales |
| PAC AR (261) | PAC accounts receivable in/out |
| AANP AR | General accounts receivable |
| Deferred Revenue | Membership pre-payment |
Batch Record Contents¶
| Tab | Information |
|---|---|
| Orders | All orders in batch |
| GL Entries | Summarized by GL account |
Credentials/Access Mentioned¶
- Aptify accounting access
- BluePay/CardPoint reporting access
- Sage Intacct entry access
Vendor Contacts Mentioned¶
None mentioned in this recording.
Errors & Troubleshooting¶
- Issue: Orders excluded from batch
- Cause: Already batched or refunds
- Resolution: Review exclusion reason
- Timestamp: 0:01:56
Transcript Gaps & Quality Notes¶
- Training recording for Salesforce migration context (6 minutes)
- Demonstrates current Aptify process
- Finance team workflow documented
- GL entry structure explained
- Manual data transfer to Sage noted (1-4 lines typically)