This article describes the default behaviour of a highly configurable system. Your granting program may appear or behave differently depending on user permissions and custom configurations. If you do not appear to have access to everything you need, use the Help > Request Help link to request additional permissions.
When you process payments on proposals, you can customize payment statuses and define your payment workflow to meet your business needs.
The standard statuses provided to manage payments are the following:
- Draft
- Preapproved
- Scheduled
- Processing
- Paid
- Void
Payment statuses
First, you must add a payment to a proposal.
Draft
A payment can initially be added as a draft, with an amount only and no payment details. Draft amounts are usually added when multiple payments span future fiscal years and the budgets are unknown. To finalize a draft amount, users can Allocate to Budget. The payment status is then updated to either Preapproved or Scheduled.
Preapproved
Payments for a proposal that is not approved are in Preapproved status. If a proposal is Under Consideration, payments are in this status (unless they are Drafts).
Scheduled
When a proposal is approved, any payments that were Preapproved are updated to Scheduled status. New payments on an approved proposal are also Scheduled.
Paid
The final payment status is Paid, confirming it has been successfully processed. For Benevity disbursements, payments are updated to Paid status automatically. Internal payments must be closed manually. To mark a payment as Paid:
- View the Payments tab on a proposal or find the payment directly.
- Select View Details next to the relevant payment.
- Select Mark as Paid and enter a Payment date and other details.
- Select Mark as Paid to update the payment status.
In this state, you can't make changes to the payment, except for editing the Description, Payment date, or Payment document number. It can be voided.
Processing
If you have enabled Benevity Disbursement as a payment method in your program, you can choose it for new payments. Any payment using this method that is Scheduled displays the action to Send to Benevity instead of Mark as Paid. This commits the payment to one of Benevity’s foundations and it follows the disbursement process.
A processing payment cannot be edited or deleted, except for editing the Description.
Void
If a payment is in the Scheduled status or an internal payment is in the Paid status and there is an error, you can Void it and create a new payment.
To mark a payment as Void:
- View the Payments tab on a proposal or find the payment directly.
- Select View Details next to the relevant payment.
- Select Void and enter a Voided date and a description or reason for the void.
- Select Mark as Voided to update the payment status.
Updating multiple payment statuses
To update more than one payment status at the same time:
- Go to the Budgets & Payments workspace and open Payments.
- Filter results and tick the box beside each payment you wish to update.
- Select Update Payment Status at the top of the payment table.
- Choose a payment status and date if applicable.
- Select Change to initiate the status update.
The platform processes the update behind the scenes, allowing you to keep managing your program without interruption. Progress updates are sent to you via the Notifications Center, located in the top right corner. Successful updates to payment statuses are logged in the Payment History.
If any payment statuses can't be updated, you're alerted via a notification.
Select View Details for insights into why the update failed for each payment. There, you'll find a link to each specific payment, where you can make the necessary adjustments.
Payments on a declined proposal
If there is an issue with the proposal, you can decline the proposal. If a proposal is declined and has preapproved payments, the system deletes these payments and hides the Payments tab from the proposal entirely.