In order to provide awards to AR accounts, records must be created for these awards. This article will walk through the process of creating award records, and editing existing award records.
Add Award
- In Finance, click on the "Receivables" tab and then click "Awards"
- Click the "Add" button at the bottom of the grid.
- The "Add award" box will appear. Select the date the award is being entered in the "Date" field.
- In the "Donor" field, you'll select which award donor record should be associated with this award record.
- In the "Name of this award/scholarship/grant/gift" field, enter the name of this award record.
- In the "Type of award" field, choose what kind of award this is. Options include Award, Scholarship, Grant, Gift or Other.
- Any comments on this award can be entered in the "Comment" section.
- The "Award total" field is where you will enter the total dollar value of this award. This field determines how much money can be distributed from the award before it is expended.
- Click "Save" to save the award record.
Edit Award
- In Finance, click on the "Receivables" tab and then click "Awards"
- Click on the record you want to make changes to and then click the "Edit" button at the bottom of the grid.
- The "Edit award" field will appear for the record you selected. Here, you can change any of the aspects of the award record, including Date, Donor, Name, Type of award, Comment, and Award total.
- This view will also show how much of this award has been assigned to AR accounts, how much of the money assigned to the accounts has been applied towards payments, and how much is remaining on the award in, in the "Assigned", "Applied" and "Remaining" fields respectively. These fields cannot be edited.
- The "Disbursed to the following AR Accounts / Students" grid will show each disbursement from this award, showing which AR account the award was distributed to, how much was assigned from the award, what portion of that disbursment has been applied to payments, how much of that disbursement is remaining, and what Student account it was applied to (if applicable). This grid can be exported or printed by using the "Export" and "Print" buttons respectively.
- Click "Save" to save your changes.