Application Tab (Grants)

The ID code of the Grant applicant.

If you are not sure of the ID code, click the Lookup button (looks like a magnifying glass) next to this field to select from a list of Grantees.

Note: Only Profiles with an associated Grantee record will appear in the lookup list.

The Board vote date for the Grant Application.

For approved applications, this date will default into the Grant Voucher as the Invoice Date, which in turn becomes the General Ledger Apply Date for the Journal entries that are created when you post the Grant Voucher in Accounts Payable.

Note: Although you can save the Application record without entering a date in this field, you must enter a date in order to post any Applications – whether they are approved, denied, or withdrawn.

The Action code for the Application: Approved, Denied, Withdrawn, Open, or Imported.

• Approved: Indicates that the board approved the award.

• Denied: Indicates that the board denied the award.

• Withdrawn: Indicates that the applicant withdrew the Application.

• Open: Indicates that no decision has been made about the award (for example, this would be the initial code you would use to enter competitive applications).

• Imported: Indicates that the Grant Application was imported from an electronic data conversion or downloaded from an online Grant Application System (for example, from the Internet Grant Application Module (IGAM) or Suggestion Central).

Note: Applications that are coded as Open or Imported are ignored by the Edit report and cannot be posted.

Text field that you can use to identify the philanthropic project related to the Application.

Note: This field is not required by the system, but we recommend that you enter a Program Name for all of your applications. This name prints on many reports to indicate the Grant title. It also prints on the check stub when you pay your Grants from Account Payable.

The dollar amount requested in the Application – either by the applicant (for competitive Applications) or the donor advisor.

Note: If you enter a Grant Amount when you create a new Application, the same amount will automatically be added to the Requested Amt. field (but you can change it if necessary).

Select this checkbox if you want to place the selected Application on hold. This means that the Application will not be included in the Edit and Post process, regardless of its Application Status.

For Interfund Grants, displays the Gift Number for the corresponding Gift.

Refer to the Interfund Module for more information.

Text entry field that allows you to assign the Application to a batch for processing.

You can also use the Batch field to select the applications that you want to post. Refer to Processing Grant Applications for more information.

Note: This field will not be available unless you activate it via System Initial Setup. Refer to Activating the Batch Field for Grant Applications for more information.

User-defined informational field that indicates the procedural status of the Application (for example, Application Received or Staff Review Complete), and follows the Application / Grant into history as an indicator of the final disposition (for example, Approved with Conditions).

The value in this field can be changed to reflect alterations in status – either during the course of the review or after the Application is posted.

You can also use this field to select Applications for mail merges (for example, receipt acknowledgements or applicant notification letters for approvals and denials).

User-defined codes that are used to identify the program or field of interest area for the Grant. Both of these fields use the same code table.

The Program Area code is automatically populated based on the Program code on the Grantee record.

The Sub Program code permits a second dimension of programmatic interest. For example, if the Program Area represents arts, the Sub Program code could indicate performing, visual, or musical arts.

Tip: If you use both the Program Area and Sub Program fields, you can control which code are available for data entry in each field. Refer to Maintaining Standard Grantee and Grant Codes for more information.

User-defined code that characterizes the type of request (for example, General Operating, Equipment, or Emergency Funds).

User-defined code that indicates the organizational strategy this Grant would promote (for example, Decrease the Infant Mortality Rate).

This field is generally used in conjunction with the Project, Effect, and Population codes, to provide picture of the organization's programmatic strategy in the community.

User-defined code that describes the effect the organization hopes to achieve with the Grant.

User-defined code that describes the primary geographic area to be served by the Grant.

Note: This field is automatically populated based on the Region field on the Grantee record.

User-defined code that indicates the main population group that will be served by the Grant.

Note: This field is automatically populated based on the Population field on the Grantee record.

Note: The population code is mutually exclusive: if you code every Grant the total of every category served will add up to 100%. This is not true of the dimensional codes: a given Grant may count toward the number of Grants awarded that serve women, and toward the total, that serves the indigent.

User-defined secondary population code that indicates the gender group that will be served by the Grant.

User-defined secondary population code that indicates the ethnic group that will be served by the Grant (for example, Asian, Hispanic, or Native American).

The date when the project or program is scheduled to start.

User-defined code that identifies Grant Applications by their preliminary or screening committee assignment.

The Committee Code can have an associated budget figure, along with a prior commitment figure for Grant dollars that were not posted in prior years. A special report that tracks expenditures vs. budgeted amounts also reflects these prior commitments. Refer to the Committee Budget Report for more information.

The date when the committee will meet regarding the Application.

The date when the Application was acknowledged.

For Interfund Grants, read-only number that links the Grant together with its associated Gift in the Interfund Module.

Read-only checkbox that indicates whether the Grant is from one Fund to another Fund.

You cannot manually select this checkbox. It is selected automatically when you create an Interfund Grant via the Interfund Module.

When the checkbox is cleared, the default Grant Cash and Expense accounts will be used.

When the checkbox is selected, substitute accounts will be used (as indicated in the default accounts of the Fund Class record for Interfund Grants).

Checkbox that indicates whether the Grantee will be required to match any Funds that are Granted.

Select the checkbox if matching Funds are required and clear it if no matching Funds are required.

This checkbox is cleared by default.

Note: This checkbox is used for informational purposes and has no effect on other fields.

The proposal number that will be used to identify the Grant on DonorCentral.

Note: This field is only used if you subscribe to DonorCentral and are uploading Grants to suggest to your Donors. Please contact FIMS Support for more information about DonorCentral.

Read-only field that displays the source of a Grant that was created externally to FIMS (for example, in IGAM) and then imported.

Read-only field that displays the ID code that was assigned to the Grant in an external application (for example, IGAM), before it was brought into FIMS.

Read-only field that indicates the date when the Application was last changed. If no changes have been made since the Application was first entered, this field remains blank.