Once you have created an award, in order for the money from those awards to be used by your AR accounts/students, the award must first be assigned to the AR account/student. This article will walk through the creation and editing of the records that show the assignment of this money from your awards.
Add Assigned Award
- In Finance, click on the "Receivables" tab and then click "Award donors".
- Click the "Assign" button at the bottom of the grid.
- The "Assign award money" window will appear. Click on the "AR account" field to select which AR account this award money should be assigned to. If this award money should be assigned to a particular student/child on this AR account, select that student/child in the "Student/child" field
- Select which award this award money is coming from in the "Award" field.
- In the "Amount assigned" field, enter in the amount of money that is being assigned from this award to this AR account. The amount assigned cannot exceed the amount shown in the "Left to give" field of the "Award details" section of this window.
- The "Applied" and "Remaining" fields cannot be manually changed. The "Applied" field represents how much of the award assigned to this AR account has been put towards payments. The "Remaining" field represents how much money is left on this disbursement from the award.
- The "Award details" section shows information about the award you selected in the "Award" field. It will show the overall total of the award in the "Award total" field. The "Already assigned" field will show the amount of money that has been distributed from the award so far. The "Left to give" field will show the amount of money remaining on that award.
- You can add any notes about this disbursement in the "Notes" field.
- Click "Save" to finish creating the award assigned record
Edit Assigned Award
- In Finance, click on the "Receivables" tab and then click "Award donors".
- Click on the record you want to make changes to, and then click the "Edit" button at the bottom of the grid.
- The "Edit assigned award" window will appear. If this assigned award has not been applied towards any payments yet, all fields can be edited, with the exception of the "Applied" and "Remaining" fields, which are calculated values. If the assigned award has been applied towards payments, then only the Student/child, Amount assigned and Notes fields can be edited. A red lock icon will appear on this window if any of the award assigned has been applied towards payments.
- Click "Save" to save any changes that have been made.