This article describes some of Versaic's core capabilities. Data and actions described may or may not be available to you depending on user permissions. Your platform may also differ based on configurations made to meet your organization's unique needs. Contact your program administrator or Client Success Manager to request feature changes or updates to permissions.
You have the option to submit proposals on behalf of organizations. There are several reasons why you might need to do this:
- Leadership wants you to fund an organization that hasn't requested through the system.
- You fund a partner yearly and already have their proposal information.
- The organization cannot access the system.
When creating proposals internally, you don't have to answer all required questions like in the public portal.
There are three ways to create an internal proposal:
- Select Create Proposal from the proposals/mailbox workspace.
- Select Create Proposal from an organization’s profile. This uses organization fields like Name, Address, and Tax ID in the proposal. You should use this option if the organization profile exists.
- Duplicate a past Proposal to create a new one with data copied over from the main application (select More Actions > Duplicate from the past Proposal).
Creating a proposal without an organization profile
If you want to create a proposal for an organization that doesn’t have a profile, you can do it from the Mailboxes workspace:
- Select More Actions > Create Proposal.
- Choose the proposal template and select Continue.
- Complete the following fields:
- Mailbox: The mailbox that the proposal is sent to. The default is the Mailbox you were in when starting the process.
- Received Date: When you received the proposal. This cannot be edited later.
- Proposal Name: The name of the proposal. This can be edited later.
- Select Submitter: Choose "Select Submitter" if you are inputting the Proposal on behalf of an active Submitter and want it to be available in their Submitter account. Otherwise, it will be associated with your account by default. You can always change the Submitter later.
- Profile: Select Submitter.
- Select Continue.
- Answer proposal questions and select Next to continue.
- Enter the Tax ID of the organization. The Tax ID automatically creates an organization profile. If one already exists, the system will automatically link it to the proposal.
- We also recommend entering information required for reporting, payment handling, etc..
- On the last page, select Save & Close to create the proposal in the selected mailbox.
Creating a proposal with an organization profile
If you want to create a proposal for an organization that has been funded in the past, it is likely it has a profile in the system. You can create a proposal directly from the organization profile, so that the organization details are auto-populated in the application for you.
- Go to the Organizations tab at the top of the page.
- Enter the Organization Name or Tax ID and select Apply to search for the profile.
- Select the organization’s name to open the profile.
- At the top, select Create Proposal.
- Follow the steps for “Creating a proposal without an organization”, starting at step #2.
Duplicating a proposal
Another option for creating internal proposals is to duplicate an existing one, edit fields accordingly and submit. This is useful, for example, if there are organizations you approve regularly and you simply need to log them in the system.
To duplicate a proposal, hover over More Actions > Duplicate and you may have one or more options:
- Duplicate quickly replicates the data in a new proposal without any additional options. You are the submitter.
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Duplicate (Advanced) provides options to update the following:
- Mailbox: The mailbox that the proposal is sent to. The default is the Mailbox you were in when starting the process.
- Status: set the current status of the proposal. An Approved proposal is editable.
- Received Date: Defaults to today and designates when the proposal arrived. This cannot be edited later.
- Proposal Name: The name of the proposal. This can be edited later.
- Select Submitter: Choose "Select Submitter" if you are inputting the Proposal on behalf of an active Submitter and want it to be available in their Submitter account. Otherwise, it will be associated with your account by default. You can always change the Submitter later.
- Profile: Select Submitter.
With either option, you can edit or view the duplicated proposal. The proposal can be submitted immediately and available in the specified mailbox.