How can I Add Payments to a Posted Grant?
- 18 Jan 2023
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How can I Add Payments to a Posted Grant?
- Updated on 18 Jan 2023
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I would like to post grants through to AP for the full amount of the grant but I do not know the actual payment amounts each month until later when they are confirmed. How can I create payment lines for each payment as I go?
Answer:
When you first add a grant, by default only 1 payment line is added for the full amount of the grant. If the grant is unposted and still in the grant module in the Applications tab, you can of course edit the payment lines but once the grant has posted out of the grant module, you can no longer edit the payment plan tab of the grant application itself.
If you would like to add payments to posted grants this can be accomplished using the Create New Payment radial button in the grant adjustment routine. This example below shows a grant that was posted through to AP but the payment was not posted yet.
This tool will also still work if there are posted payments. For future payments you will create another payment item for the current month's amount. For that, you would copy the original payment again (the one you adjusted for the previous month) and reduce it by the current month's amount and put in the current month's amount in the new payment item. You would not adjust a paid payment item, just the original that is not paid and the new payment for that month.
1. Go to the Grant module\Application History tab
2. Open the grant in question that needs payments added to it
3. Go the adjustments tab
4. Click Grant Adjustments from the menu and then click Run Process
5. Click the radial button for Create New Payment in the Adjustment window that opens
6. Click the Copy button to copy the 1st payment
If you would like to add payments to posted grants this can be accomplished using the Create New Payment radial button in the grant adjustment routine. This example below shows a grant that was posted through to AP but the payment was not posted yet.
This tool will also still work if there are posted payments. For future payments you will create another payment item for the current month's amount. For that, you would copy the original payment again (the one you adjusted for the previous month) and reduce it by the current month's amount and put in the current month's amount in the new payment item. You would not adjust a paid payment item, just the original that is not paid and the new payment for that month.
1. Go to the Grant module\Application History tab
2. Open the grant in question that needs payments added to it
3. Go the adjustments tab
4. Click Grant Adjustments from the menu and then click Run Process
5. Click the radial button for Create New Payment in the Adjustment window that opens
6. Click the Copy button to copy the 1st payment
7. You will see a new payment line appear:
8. You will need to reduce the amount of the first payment since that is the whole amount of the grant, and then for the 2nd payment enter in the amount that you would like that payment to be:
9. Save your changes by clicking the small floppy disc button on the left, the 2nd button from the left.
10. Click Process adjustment and click OK on the message that pops up being sure to read the message about debit memos:
11. On the report that opens, click Commit Changes on the top menu:
12. Click OK on the confirmation message that pops up:
13. On the payment plan tab of the application, you will see a line for an amount correction, and then you will see a line for the new payment. It shows the adjustment as an amount correction but it is not changing the total amount of the grant just the payment lines:
14. Go to the AP module\Item entry and be sure to post the debit memos that are there for the voucher new payment and amount correction:
15. Now in Open items you will see two payments for the grant to be posted:
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