With the optional module Project, Grant and Endowments, you can create grant records to record and track money awarded to your organization by a government agency or private institution for a specific purpose. You can specify which projects are funded by the grant in addition to assigning one transaction code.

Once the projects and transaction code are associated with the grant, you can track how the grant is used by viewing, printing, exporting, and graphing the associated activity to ensure that you are meeting grant restrictions. On the Activity tab of the Grant record, you will have the option to group activity by transaction code to see the summary of transactions totalled by transaction code only or to group activity by project to have it separate the transaction summary by the distributed projects which leaves any amount distributed to Transaction Code only in the row for the assigned Transaction Code. For more information, refer to What information shows on the Activity tab of a grant.

Note: Before entering grants for the first time, configure the business rules for setting up grants in Configuration and add the transaction code table entries for the dedicated Transaction code to be used with the Grant records. It's necessary to add new table entries as new grants are created to ensure each grant is associated with a corresponding transaction code.

  1. In Records, click Grants
  2. Click Add a New Grant
  3. In the Grant ID and Description fields, enter the identification number and a description of the grant. We recommend you enter the name of the grant in the Description field.

    Note: If you marked Automatically generate new Grant IDs on the Business Rules tab of Configuration, the program automatically assigns a grant ID.
  4. In the Type and Status fields, select the type and status of the grant.
  5. In the Start date and End date fields, enter the beginning date and ending dates of the grant or click the calendar to select dates. Dates are for informational purposes only.
  6. Click New Contact to add contact information
  7. Associate project and a transaction code to the grant:

    Note: The grant's Activity tab will display a summary of grant activity for the projects and transaction code defined on the Projects tab
    1. Select the Projects tab
    2. In the first row, select or enter a project ID in the Project column.
    3. In the % Reimbursable column, you can record the percentage of the transaction amounts associated with the project that may be reimbursed with the grant. This is for informational purposes only.
    4. If you defined a transaction code in business rules, select a transaction code value for the grant record, or create a new table entry in the appropriate transaction code in General Ledger > Configuration > Tables > Transaction Codes # ( # that corresponds to the appropriate Transaction code designated for grants and entered in Configuration > Transaction codes )

  8. Associate Accounts Receivable client and billing items
    1. Select the Reimbursement tab
    2. In the Request reimbursement from field, select a client
    3. Define the reimbursement types and associated rates
    4. Select the product and billing items to use when requesting reimbursement
    5. Select the GL accounts for which activity will be accumulated for the amount of the transaction
    • You can further define a grant record by adding the following information:
      • On the Attributes tab you can add attributes that give an additional level of detail to grant records. You can filter and sort using grant attributes.

      • On the Media tab, you can store media objects for a grant.

      • On the Actions tab, you can enter communications about the grant.

      • On the Notes tab, you can record information about a grant that you may need later.

    • Click Save and Close on the toolbar