Below are instructions for accounting staff to approve a Funding Request that has been awarded. Typically the organization's grant staff “Award” funding request records and accounting staff “Post” those awarded funding requests and then pay them. Instructions also include how to Reverse an Approval Posting in the case of an error or other need to reverse the posting. Screen shots are included on the resulting Journal Entries as each process is completed.

• Post Approval
• Post Approval Journal Entries
• Reverse Approval Posting
• Reverse Approval Posting Journal Entries

In order to process a record or collection of records for Post Approval, the Funding Request record must meet the following:

• Status=Awarded
• Awarded Amount<>Blank

Use a List View, filtered to included only Awarded Funding Requests where the Approval Posted=False

• Use checkboxes along far left to select records for processing
• Click Post Approval button
• Verify or Enter Approval Posting Date
• Click Create and Post button

Post Approval can also be completed one funding request record at a time.

• From Funding Request record, Click Post Approval button
• Verify or Enter Approval Posting Date
• Click Create and Post button

Journal Entries for records that have gone through Post Approval process are as described below.

• Debit to Grants Payable for each Disbursement and fund
• Credit to Cash in Bank for each Disbursement and fund
• Credit to Grants Payable for each Disbursement
• Debit to Cash in Bank for each Disbursement

To reverse the approval posting, use a List View filtered to include records where Approval Posted=True OR use the Approval Posted Date to find funding request records posted on a specific date.

• Use checkboxes along far left to click records to reverse
• Click Reverse Approval Posting button
• Verify or Enter Reversal Posting Date
• Click Reverse and Post button

Reverse Approval Posting can also be completed one funding request record at a time.

• From Funding Request record, Click Reverse Approval Posting button
• Verify or Enter Reversal Posting Date
• Click Reverse and Post button

• The Funding Request can now be edited. If the Awarded Amount is changed, the Disbursement must be manually edited from the Scheduler