Payments and Payment Allocations

Editing Payments

When creating a new opportunity (no matter what record type) a payment will automatically be created based on the Amount and the Close Date. However, we may need to change the date, amount, or number of payments based on information in the proposal or in a grant agreement.

To change the date of a payment:

  1. Navigate to the Payments section of the opportunity record by clicking on the Related tab and then scrolling down to Payments
  2. Select the payment you want to edit and click “edit” in the top right
  3. Change the scheduled date to the date we expect to receive the payment

To change the amount of a payment:

  1. Navigate to the Payments section of the opportunity record
  2. Select the payment you want to edit and click Edit
  3. Change the Payment Amount

Creating Multiple Payments

For awards that are expected to be received in multiple installments, a payment schedule must be created and maintained manually. For example, if a proposal requests a contribution to be paid in two or more installments, this should be reflected in the payment schedule.

To create multiple payments using the New payment button:

  1. Navigate to the Payments section of the opportunity record
  2. Click New and enter the amount in the Payment Amount field
  3. Click Save
  4. Adjust the original payment amount and date accordingly by using the Edit function

Payments by Wire Transfer

When a funder sends payment via wire transfer and deducts the wire transfer fee from the grant amount:

  • The opportunity should have two payments: one for the amount of the wire transfer fee and one for the amount remaining after the deduction.
  • The Amount field on the opportunity should be for the full amount of the grant before deductions
  • The payment for the wire transfer fee should be written off by checking the Written Off box on the payment details

Payment Allocations

The Payment will automatically create payment allocation(s) based on the way the opportunity is allocated (i.e. which primary fund a payment will go to and how much that payment will be). Most opportunities will only have one allocation. However, there may be circumstances in which we need to edit the payment allocations or create multiple allocations. For example, if a project wishes to split a payment between two different program areas (child funds), then we need to change the allocations to reflect this.

To view the payment's allocations:

  1. Navigate to the Related tab on the opportunity, scroll down to the Payments section, and click on the Payment
  2. Navigate to the Related tab on the Payment and click on View All

To Edit Payment Allocations:

  1. Navigate to the Related tab on the opportunity, scroll down to the Payments section, click on the Payment for which you need to edit the allocations
  2. Navigate to the Related tab on the Payment and scroll down to the Payment Allocations section
  3. Click on the drop down arrow next to the allocation you want to edit, click Edit
  4. Update the Amount and Fund fields appropriately
  5. Click Save

 

To add an additional allocation:

  1. Navigate to the payment and scroll down to Payment Allocations
  2. Click New
  3. Select the correct child Fund in the Fund field
  4. Select the account (this will be the same as the account for the opportunity)
  5. Enter the amount in the Amount field

Updating Unpaid Payments (when we find out we won't be receiving payment(s))

Never delete a payment that has been paid. Please follow the instructions below for deleting or writing off unpaid payments only.

Opportunities with no paid payments

If we will not be receiving any of the payments on an opportunity:

  1. Navigate to the Related tab of the opportunity
  2. Click the drop down arrow to the right of the Renew Opportunity button
  3. Select Delete all Unpaid Payments
  4. Change the opportunity stage to Closed Lost

If it's just one specific payment that we will not be receiving:

  1. Navigate to the related tab on the opportunity
  2. Locate the payment you want to delete in the Payments section
  3. Click on the drop down arrow on the far right
  4. Select Delete
  5. Update the Amount on the Opportunity

Opportunity with one or more paid payments (but with at least one payment unpaid)

  1. Open the payment that you want to write off by clicking on the payment number in the Payments section
  2. In the General Payment Information section, check the box next to Written Off
  3. Hit Save
  4. Do not change the opportunity Amount

Changing payments or amount on a fully paid opportunity

Occasionally, a funder may amend a grant agreement by adding additional funds after all original payments have been received. Coordinators do not have sufficient Salesforce privileges to make these changes. If you need to change the Amount or add new payments to a fully paid opportunity, please follow these steps:

  1. Send an email to Danae with a description of why the change needs to happen, requesting their approval
  2. Once finance has approved,  chatter Andrea to make the change.