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Record Grant Payments

Goal: Know exactly how much of each award has actually arrived. Every drawdown, installment or reimbursement cheque is recorded once on the grant's Fund Tracking tab, and Received above the tabs is the live total.

Where payments live​

Open an awarded grant and choose the Fund Tracking tab. The Drawdowns received card lists every payment with its date, the funder's reference, the method, and the amount, with a total row at the bottom. The Received tile above the tabs shows the same total and how much of the award it represents.

Payments are never edited. If one is wrong, void it with a reason and enter it again. Voided rows stay on the list, struck through and marked Voided, so the record shows what happened.

One dollar, one owner​

Many affiliates already enter grant cheques as donations from the funder organization, and that donation carries the receipt and the accounting entry. Recording the same cheque again as a grant payment would count it twice.

So there are two ways to record a payment, and the first is the usual one:

  • Link a donation. Omnivo looks for donations from the funder organization, donations recorded under a grant agreement, and donations carrying the award number, and offers them with the reason each was matched. Pick the right one, give it the funder's reference, and it becomes this grant's payment. The donation keeps the cash and its receipt; nothing is entered twice. A donation can be linked to one grant only, and one already linked elsewhere is shown greyed out with the grant that has it. To make sure a cheque is offered when you record it as a donation, pick the funder organization as the donor, set Gift instrument to Grant agreement, or put the award number in Reference number or Notes.
  • Record payment. For cash that did not come in through the donation flow, enter the amount, the date it arrived (never a future date), the funder's warrant, cheque or remittance number, and optionally the method and a note.

The funder's reference has to be new on the grant: entering the same warrant number twice is refused instead of doubling the payment.

Void a payment​

Click Void on the row, give a reason, and confirm. The row stays with its reason, Received drops by the amount, and the reference can be used again. Voiding a linked payment releases the donation so it can be linked to the right grant; the donation itself is untouched.

If a linked donation is later refunded, the payment row stays but is marked Refunded and no longer counts toward Received.

Money in and money out​

The same tab carries the costs charged to the grant — see Track Grant Spend. Under reimbursement, a grant is normally spent ahead of what has been received, and the difference is what the next claim asks for. Record the funder's payment from the claim on the Reimbursement tab whenever it repays one: the payment lands here like any other drawdown, and the Settles claim column names the claim it repays. See Claim Reimbursements. Accounting entries for awards and payments are generated only once the platform's grants ledger is switched on by your administrator; Received does not depend on them.

Who can do what​

Anyone who can view grants can read the payments. Recording, linking and voiding needs the Record Grant Payments permission, which admins and staff have by default.