Processing Grants & Scholarships to Individuals
By default, akoyaGO is configured to process grants and scholarships where the payees are organizations, stored in the database as constituents.
To make payments to individuals in akoyaGO, stored as contacts, extra steps are required and detailed below.
setup the payee
- The individual being paid must first be created in akoyaGO CRM as a contact if one does not already exist. Be sure to include their full name and address.
- Open Business Central and search for the individual within Contacts.
- Convert the contact’s Type from Person to Company (red). The Company Number and Name will fill automatically (green).
- From the command bar select Actions>Functions>Create as>Vendor.
- Choose the vendor template most applicable to the type of payee (Grantee Template for example).
- After choosing OK, a prompt will confirm the payee/vendor has been created in Business Central.
- If needed, navigate to Business Central’s Payee entity, and search for and open the new payee. A Federal ID Number can be added, an IRS 1099 Code can be set, and the default Vendor Posting Group can be updated (example: switch from GP to AP or SP).
Processing the request
- In akoyaGO CRM, create a new request for the grant or scholarship to an individual. By choosing Request Type of Scholarship* the Applicant field is no longer required and can be left blank. The individual should be the request’s primary contact.
- Additionally, the Payee on the Request record should also be blank.
- Open or create the request payment. The Payee (red) should be blank. Be sure to fill in the applicable accounting information (green). Please note the Business Flow cannot be fully used for this payment since Payee is required the BPF can’t be advanced past payment details without one.**
- Once all the necessary information is completed (excluding payee) select the “Send to Accounting” button in the command bar.
- Within a few moments the Payment Status should successfully update to Received.
- The request payment can now be paid through the payment journal using your organization's normal Business Central payment processes.
*Business Rules on Request can be configured to make Applicant not required using logic other than Request Type alone. Contact the support team to talk through your options. Configurations to standard business rules are considered “new work” and is a billable service.
**A custom Business Process Flow can be built for your organization that does not include the Payee field and configured for paying individuals/contacts. Contact the support team to talk through your options. Configurations to Business Process Flows are considered “new work” and is a billable service.