Until a request is approved, its payments can only be set to statuses with the Projected type. Once a request is approved, its payments can be set as paid or to any other status with the Contingent, Hold, Scheduled, or Completed types. Payment status types allow unpaid payments to be canceled, and paid payments to be voided. A refunded payment record can also be created to record that some, or all, of previously paid funding has been returned.
Payment Statuses contains details on payment status types and statuses, and Payments contains details on configuring the available statuses in your site.
Manage a Payment
To manage a payment, open the payment record to view or edit details.
- Navigate to the request record.
- Click the Payments & Budget tab.
- Click the double arrow icon for the payment.
Manage payment details on the Overview tab.
- Click the pencil icon next to a field to edit it.
Click the trash can icon next to a payment to delete it.
- A payment cannot be deleted if a requirement is related to it.
Update a Payment Status
Payment statuses can also be updated in batch. Batch Edit from a Super Search contains details.
Update the status of a payment from the payment record.
- Navigate to the request record.
- Click the Payments & Budget tab.
- Click the double arrow icon for the payment.
- Click the pencil icon next to the payment status.
- Select the new payment status, and then click Update.
- If Paid is selected, enter the Payment Date.
- If Paid is selected, enter the Payment Date.
If setting this payment as paid, alternatively click Set as Paid, and then enter the Payment Date. The payment status then automatically updates accordingly.
Cancel a Payment
A payment set to a status with the Scheduled or Contingent status type can be canceled, indicating that it will not be paid. The payment amount updates to $0.00 and the canceled amount updates to the original payment amount. The canceled amount is then added to the unscheduled total for the request, and payment dashboards and scenario planning are updated accordingly.
A canceled payment cannot be uncanceled.
- Navigate to the request record.
- Click the Payments & Budget tab.
- Click the double arrow icon for the payment.
- Click Cancel this Payment.
- Enter the Date Canceled, and then click Update.
Void a Payment
A payment set as paid can be voided. The payment amount updates to $0.00 and the voided amount updates to the original payment amount. The voided amount is then added to the unscheduled total for the request, and payment dashboards and scenario planning are updated accordingly.
A voided payment cannot be unvoided.
- Navigate to the request record.
- Click the Payments & Budget tab.
- Click the double arrow icon for the payment.
- Click Void this Payment.
- Enter the Date Voided, and then click Update.
Refund a Payment
To record a refunded payment, add a new payment record for the refunded amount with Refund From Organization selected as the Payment Type. This is typically used to record a paid payment returned to the foundation by the grantee.
The refunded amount is added as a negative amount to the unscheduled total for the request. It is also reflected in the Refund category on the Payments - Totals by Year chart for the request, and on payments dashboards.
- Navigate to the request record.
- Click the Payments & Budget tab.
- Click Add New Payment.
- Complete the fields, and then click Save.
- Payment Type - Select Refund From Organization.
- Payment Date - Enter the date of the refund.
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Payment Amount - Enter the refunded amount.