Add and complete cash payments

You can add and complete cash payments in the Payment tab of a request. The cause will receive their funds at the end of the month following your payment. 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
• Adding cash payments
• Adding cash payments from an existing request
• Completing cash payments with Benevity Disbursement
• Completing cash payments with your accounts payable
• Completing multiple payments at the same time

Payment currencies

If your granting program uses multiple currencies, you will choose your preferred currency before creating the payments.

You can only have one currency per grant request. So, if you have multiple payments for a request, you cannot have one payment in USD, one in CAD, and so on.

After you approve the request, the applicant will receive their approval email listing their payment amounts in the currency they are receiving.

Adding cash payments

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Scroll down to the Payment lines section and select Add new payment.
   
   
   
   
4. Fill in the form. All fields are mandatory except Notes.
5. Select Add payment at the bottom of the form.
6. The payment is added. The payment status will change to Unprocessed.
   
   

Adding cash payments from an existing request

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. Scroll down to the Payment lines section and select Create payments from request. 
   
   
   
   
4. Confirm that you want to create a new payment based on the applicant's request.
5. Select Actions > Edit on the payment.
   
   
   
   
6. Fill in the form (payment amount and date will autofill).
7. Select Save.
8. The payment is added. The payment status will change to Unprocessed.

Completing cash payments with Benevity Disbursement

Before you can complete the payment, the request status must be Approved.

You can go to the Cause tab to see if the cause is tax eligible. If they're eligible, you'll see the Tax eligible status label. Tax eligibility can vary depending on your program configuration. If you're not sure about the eligibility, contact your Benevity Client Success Manager and they'll be happy to help!

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Under the Payment lines section, double click to open the payment. 
4. To edit a field, select Actions > Edit, make the changes, and click Save.
5. Select Actions > Pay now.
   
   
   
   
6. Review the details and select Submit payment. The payment status will change to Paid. Once the payment is marked as Paid, any changes cannot be done without Benevity doing a reversal. Reversals take time and require an additional fee.
   
   

When will the cause receive the funds?

The cause will receive the funds in the month following your payment—usually near the end of that 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

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

To edit a payment, with your accounts payable, the request status must be Unprocessed or Processing. You cannot edit a payment when the request status is Paid. 

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Under the Payment lines section, double click to open the payment.
4. To edit a field, select Actions > Edit, make the changes, and click Save.
5. Select Actions > Pay now.
   
   
   
   
6. Review the details and select Submit payment. The payment status will change to Processing. Remember that you can still edit a payment in Processing or Unprocessed status.
7. After your Accounts Payable team has made the payment, select Actions > Edit.
8. Complete the following fields under the Payment Tracking section:
   • Payment mailed date
   • Reference #
   • Receipt received
9. Select Save.
10. You're now ready to complete the payment! Select Actions > Complete payment.
11. Review the details and select Submit payment. The payment status will change to Paid.

Completing multiple cash payments at the same time

1. Check the box beside each payment line.
2. Select Actions > Pay now.
3. Select Actions > Complete.