As long as a request’s status is pending, a payment record will not be created.
create the request
Whether from quick create or manual, fill in the forms and create the request.
Quick Create
For step by step instructions on creating a Request using the Quick Create Form, reference the Using Request Quick Create section of this Knowledge Article: Grant Request Quick-Create
Manual
As a best practice, we always recommend you start entering a Request from the Applicant's Constituent record. That way, the Applicant and Payee fields will auto-populate. By beginning here, you can also access the GOverify tab and check the Request history for this applicant.
If you have decided not to leverage the Request Quick-Create Form, this will open a new Request record. Fill in all fields for your request.
approve the request to create a payment
A payment is auto-created when you approve a request. Use the Approve/Deny command bar button to approve the Request.
Approve – Full = Requested Amount and Approve – Recommended = Recommended Amount. You can also approve a request by entering an Original Grant Amount (if you are approving for an amount that is different than the Requested Amount or Recommended Amount.)
Once the request is approved, a payment record will be created. Open the Payments & Requirements tab to view the Payment that was auto-created. Please keep in mind that if you have a GOapply application with a field mapping to Original Grant, this will flip the status of the request to approved, and it will then create a payment record in your system.
Please note that if you have a Special Request Status filled in on the Request, the Approval button will attempt to clear that value. You will be prompted. Choose Yes to clear and No to keep the special request status.
Process the Payment
The next step is to go through the business process flow at the top of the form. This looks like a series of bull’s eyes.
Step 1: Create Payment/Requirement
Click Create Payment/Requirement. This will drop down the Type, which should be Payment, and the Payment number, which will auto fill. Click Next Stage.
Step 2: Payment Details
The next stage is the payment details. This includes Amount, Payee, Posting Date, Fund, and Account. Most or all of these fields will auto fill based on information in the Request Payment combined with the default grant accounts set in your Accounting Settings. For help, see the Accounting Settings knowledge article.
Fill in all required fields that did not auto fill.
The Posting Description (Memo) is what will appear in the Memo line on the check.
When you are finished inputting payment details, click Next Stage.
Step 3: Send to Accounting
The next step is to send this payment to Business Central. After clicking next stage, this payment will have all the necessary information to be transferred as lines in your general ledger.
Click the Send to Accounting command bar button.
When this process is finished, the Payment Status will be Received.
Two general ledger entries will be created – a debit to the expense account and a credit to the payable account.
Print the Check
The next step for this payment is to create and print the check.
In Business Central, navigate to Post Payments. If this is not a saved Action on your home screen, search Business Central.
Select the journal batch from which the check should be printed. Once in the payment journal, select Suggest Vendor Payments.
Use the Last Payment Date, Posting Date, or Vendor filter to find the payment(s). Click OK to pull the results into the payment journal
Please note that during that time that the payment is in an active payment journal batch, you cannot edit the GL Memo field in the CRM Request Payment Record. The GL memo will be displayed on fund statements in the 'detail' section by default.
Make sure all required fields are filled in. When you are ready to print the check, click Print Check. Ensure all settings are to your organization’s standards and click Print.
A check file will be created. Send this to your printer. Click Print.
Post the Check
Once the check is printed, select Post.
Posting the payment will create four entries in the general journal – a debit to the expense account, a credit to the payable account, a credit to the asset account, and a debit to the payable account to balance the transaction.
Back in the CRM Request Payment
After the check is printed, the Payment Status of the Request Payment will be Paid, Payment Date will be auto filled as the posting date, and Payment Account will auto fill with the account from which the check was paid.
