Revenue Matching

Review the revenue folders on Box 

Society revenue folders are found here.

  • Cheque deposits are made on Thursdays, so be sure to check the folders regularly, especially on Wednesdays.

Determine the recipient of the payment

  1. Inspect the cheque or any accompanying documentation to determine which project, program, or DAF the payment is for.  

For EFTs, you may need to read the fine print for clues, e.g., a government department or program. You may also find more details on the funder's remittance email or notice from the project specialist or coordinator, if applicable.

  1. The Donations and Revenue Coordinator is responsible for all donations approval processing, Society and Foundation. If you come across a small amount from an individual, anything that says donation, reimbursement, or sometimes membership dues in the Society Revenue folder, move it to the folder called Donations Coordinator to Review (No Awards or Grant).

Search for associated payment/opportunity in Salesforce

Do a global search in Salesforce for any special details of the payment, e.g. project name, reference number, or invoice number. Otherwise search for the account or open opportunities to look for a matching payment amount. Sometimes you can search reference numbers/codes/funding programs to find an exact match.

  1. If no related opportunity is found in Salesforce and it doesn’t sound like a donation, check with the project specialist. While you are problem solving, add text to the file name to say something like "under review do not process" and add your name as well. 
  2. If you think you found the correct opportunity, but it’s still in the Proposal Submitted stage, confirm with the project specialist and ask for any documentation for the file.
  3.  If there's a grant agreement letter, notification letter, etc. that we had not yet received (confirm by checking Box folder on Salesforce opportunity), send a copy to the project director and project specialist.

Note: Check accompanying payment letters or documentation for payment classification. If the letter indicates that the payment is a grant, then it must be set up as an award in Salesforce.

Rename Payment Files in Box

  1. Rename payment file following this format:

Pxxx [funder name] [date ddmmmyy] [where received, either EFT, Van, or Tor]

File Payment Documentation in Box Folder on Salesforce Opportunity

  1. File any payment documentation

Ensure Contact fields on Salesforce Opportunity are completed.  See Primary and Receipt Contact Process for additional information.  

Submit Payment for Approval

  1. Navigate to the Payment on the relevant opportunity by selecting the Related tab and scrolling down to the Payments section.
  2. Click on the relevant Payment Number
  1. Fill in payment details:
    • Payment Amount: Update the payment amount received if it's different than what was originally entered in Salesforce (e.g. if a wire fee deducted or USD conversion)
    • Foreign Currency amount (and Currency Exchange rate), if applicable
    • Payment Date: Update payment date to either the date the EFT was received, or the upcoming Friday for cheques
    • Cheque Number
    • Payment Method
    • Finance Lead: This field should auto-populate with the finance lead based on the project's fund role. Confirm that it's correct if you aren't sure.  
      • Note: for Services-In-Kind opportunity types, the Finance Lead should always be Danae.
  • Source Distribution: If the grant is from MakeWay Foundation to the Society, enter the Source Distribution number from the MakeWay Foundation grant object.
  1. If it is the first or only payment on the opportunity, you must also update the Closed Won date to match the payment date (EFTs only)
  1. Submit for Approval

If you need to correct a submission after you've submitted for approval, you can use the Recall button to recall the payment submission.

Move payment document to the Completed folder in Box

Completed folders can be found here for Society.

Intra-company Grants

For grants from one project to another, see the Intra-company Grants article.