Add and complete cash payments

Add and edit cash payments in the Payment tab of a grant request. After you edit the payment, the cause will receive their funds at the end of the next month. For example, if you finalize the payment in September, the cause will receive the money near the end of October.

In this article:

Payment currencies

If your program uses multiple currencies, you will select your currency before creating the payments. After you approve the request, the applicant will see the payment amounts in the currency they are receiving.

You can only have one currency per grant request. 

Adding cash payments

  1. Open the request.

  2. Go to Payment > Cash.

  3. Select Add payment.

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  1. Start filling in the form. All fields are mandatory unless listed as optional.

  2. Choose the payment method to either disburse with Benevity Grants, or manually pay using your company's accounts payable department.

  3. NEW: Select a payment status. With the correct system permissions, this allows you to add and move a payment to a new status in a single step. Both payment methods use the same payment statuses, with the exception that Paid is not manually selectable when disbursing via Benevity Grants. It will be automatically updated as part of the disbursement process, which begins in Processing. Read more about Benevity’s disbursement statuses here. More details about completing payments with each payment method also follow later in this article.

  4. If your payment method is Accounts payable and you have the Vendor number field configured as part of your setup, add or edit the displayed Vendor number. If you edit the number, it will automatically update across all requests made by that cause in Benevity Grants. Not all users will have access to edit the number.

  5. Enter the payment amount.

  6. Select an option from the Budget dropdown. After choosing a budget, the remaining balance in will show.

  7. If your payment method is Benevity Grants, add a tangible benefit amount, or declare that a benefit is not being received. Any payment returning a benefit is not tax eligible, and will have the appropriate tax eligibility option automatically selected. A tangible benefit includes any gift in return for a grant that has a dollar value greater than a few dollars (e.g. event tickets, meals, clothing, marketing opportunities).

  8. If necessary, select a Tax eligibility option.

  9. Under Payment tracking, choose if you want to add tracking information to the payment. When enabled, you will get access to detailed disbursement statuses that accurately capture where the funds are at in the process and whether a cause has received payment. 

  10. Select Add.

  11. The payment is added and you will be brought to the payment table list.

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Adding cash payments from an existing request

Follow these steps for when you want to create a payment that automatically includes the applicant’s requested cash amount. 

  1. Open the request.

  2. Go to Payment > Cash.

  3. Select Add payment from request

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  1. Confirm that you want to create a new payment based on the applicant's request.

  2. Fill in the form (payment amount and date will autofill).

  3. Follow steps 5–11 in the Adding cash payments section above.

  4. Select Save.

  5. The payment is added and you will be brought to the payment table list.

NEW: Duplicate a previous payment you’ve created

  1. If you want to duplicate this payment that you’ve already added, select the checkbox on the payment row and then go to the actions dropdown menu. 3._Duplicate_-_1.png

  2. Select Duplicate, you can only duplicate one at a time. When you duplicate this payment, all fields will copy over except: Payment status, Date added, and Payment tracking

  3. You will be brought to the duplicate payment view to update the rest of the fields. 4._Duplicate_-_3.png

  4. Once you’ve updated all the necessary fields, select Save.

Completing cash payments with Benevity disbursement

Before you start:

  • To complete the payment, the request status must be Approved.

  • If it is not approved you will see an alert box and you can approve in the payment tab.

  • See if the organization is disburseable by going to the Cause tab and looking for the Disburseable label and green checkmark.

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Steps to complete the payment:

  1. Open the request.

  2. Go to Payment > Cash.5._Completing_cash_payments_with_Benevity_disbursement_-_1.png

  3. Scroll down to the table of payments and click on the payment # you want to open.

  4. Change the Payment status to Processing and update the required fields.6._Completing_cash_payments_with_Benevity_disbursement_-_2.jpg

  5. Review the details and select Save. The payment status will change to Processing. Once the payment is marked as Processing, any changes cannot be made without Benevity doing a reversal (which takes time and costs you money).

  6. The payment status will automatically update to "Paid", once the disbursement status shown in the tracker has changed to "Paid/Completed" or "Cleared". There is no further action required to update this status once a payment has been put into "Processing". For a breakdown of all payment statuses, go to the disbursement statuses article

When will the cause receive the funds?

The cause will receive the funds in the month that comes after your payment—usually near the end of the month. For example, if you finalize the payment in September, the cause will receive the money near the end of October.

Completing cash payments with your accounts payable

Before you start:

  • To complete the payment, request status must be Approved.

  • If it is not approved you will see an alert box and you can approve in the payment tab.

Steps to complete the payment:

  1. Open the request.

  2. Go to Payment > Cash.5._Completing_cash_payments_with_Benevity_disbursement_-_1.png

  3. Scroll down to the table of payments and click on the Payment # you want to open.

  4. Change the Payment status to Processing or Paid and then update the required fields.

  5. Note: If you have the correct system permissions you can select any payment status and bring that payment to fully paid should you need too.

  6. Review the details and select Save. The payment status will change to whichever status you choose. 7._Completing_AP_-_2.png

  7. After Accounts Payable team has made the payment, select the Payment # you want to open..

  8. Complete the following fields under the Payment Tracking section:

  9. Review the details and select Save.

  10. Confirm your changes and you will be brought to the payment table list.

Completing multiple cash payments at the same time

  1. Check the box beside each payment.

  2. From the top of the table, select Actions >Change status. 8._Change_status_-_1_.png

  3. Then select the appropriate payment status, in this case it’s Paid. 9._Change_status_-_2.png

  4. Select Change status and those payments will update.

 

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