Skip to content

GL Code Flow and Reporting

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

Abstract

Detailed explanation of how GL codes flow through the order and payment process. Shows product-level GL configuration (sales and deferred income), payment type GL setup (checking accounts), order GL entry generation upon save, and batch summarization for Sage Intacct transfer. Notes RightRev integration expectations for simplified GL handling.

Key Procedures

  • Configure GL codes on product (sales, deferred income)
  • Configure GL codes on payment type (checking account)
  • Create and save order to generate GL entries
  • Process payment to generate payment GL entries
  • Run daily batch comparing BluePay to Aptify
  • Create batch and review GL summary
  • Copy GL entries to Sage Intacct manually

Notable Statements

  • 0:00:23 "This is the configuration of the product, there's an accounting tab, and then there's a GL tab"
  • 0:00:36 "There is a GL code for sales and a GL code for deferred income. Those are applied at the product level"
  • 0:00:48 "We also have GL codes set at the payment type"
  • 0:01:00 "For the visa payment type, there's a GL account set up for 1999, which is our checking account"
  • 0:01:05 "There is a separate GL for PAC cash and PAC check that those go into a different checking account"
  • 0:01:48 "Nothing's done yet until I click save. Once I click save, it's going to generate those GL entries"
  • 0:02:00 "An auth code pop in here, which means it reached out to our payment gateway"
  • 0:03:30 "A batching period occurs with our payment gateway BluePay. I believe it's like at 12:01 midnight each night"
  • 0:05:44 "They just look at this and then transfer it over into Sage"
  • 0:06:35 "Our expectation is that we're just providing the initial GL code and RightRev is taking care of the rest"

Systems & Configurations

Systems Mentioned

  • Aptify (product/payment configuration, order processing)
  • BluePay (payment gateway, midnight batching)
  • Sage Intacct (accounting destination)
  • RightRev (expected GL processing)

Product GL Configuration

Tab GL Type
Accounting General accounting settings
GL Sales GL, Deferred Income GL

Payment Type GL Configuration

Payment Type GL Account Notes
Visa 1999 Main checking account
PAC Cash Different Separate checking account
PAC Check Different Separate checking account

Order Processing Flow

Step Event Result
1 Add product No GL yet
2 Add payment No GL yet
3 Click Save GL entries generated
4 Payment processed Auth code received
5 Payment GL Checking and AR entries created

GL Entry Structure

Level Entries Created
Order Sales, Deferred Income
Payment Checking (1999), AR

Batch Timing

Gateway Settlement Time
BluePay 12:01 AM nightly

Credentials/Access Mentioned

  • Aptify order processing
  • BluePay reporting
  • Sage Intacct data entry

Vendor Contacts Mentioned

  • RightRev (revenue recognition integration)

Errors & Troubleshooting

  • Issue: Totals don't match between BluePay and Aptify
  • Cause: Refunds, discounts, strange processing
  • Resolution: Investigate and journal differences
  • Timestamp: 0:04:00

Transcript Gaps & Quality Notes

  • Training recording for Salesforce migration context (7 minutes)
  • Shows current Aptify GL structure
  • Dual batching (order and payment) explained
  • RightRev integration simplification noted
  • Recording for external partner understanding