The Post by Payment option for scholarship awards allows full potential awards to be recorded in CommunitySuite with the ability to post individual payment lines to the general ledger rather than the full award at one time. When this option is selected, the total award amount can be increased as needed. It is recommended that you discuss the implications of using the post by payment feature with your finance department and your auditors before using this feature in your Live site. Set Scholarships as Post by Payment provides an overview of setting scholarships as post by payment.
If you utilize the integration with Scholarship Lifecycle Management (SLM), setting post by payment for a renewable scholarship award synced to CommunitySuite allows you to manage the award through the original request. Until payment line items are posted in CommunitySuite, you can edit or remove the corresponding installments in SLM and that information automatically syncs to CommunitySuite. Additional installments can also be added in SLM until the full award is posted in CommunitySuite. When post by payment is set for a scholarship award, you have the option to post one payment line item at a time or to post payments in a batch.
Post Payments Individually
- Navigate to the scholarship award, and then click Move to Open in the left-side menu.
- Click [set].
- Enter the School/Grantee.
- Click [set] to approve the payment.
- Click [pay].
The general ledger entry, scholarship payable, and expense are created. Complete the scholarship payment process by posting and getting approval.
Post Payments in Batch
- Navigate to the Open scholarships bucket. Click Filter to filter the list as desired.
- Click Batch Pay in the left-side menu.
- Enter the Payments Before date to narrow the results if needed, and then click Update.
- Check the boxes next to the payments to post and pay.
- Click Pay Scholarships.
Post by Payment: Integration with SLM
The post by payment option gives the option to manage a renewable scholarship award in SLM. Adjustments can be made to installments in SLM, which correspond with payment line items in CommunitySuite.
For a scholarship synced between SLM and CommunitySuite with post by payment selected, the following actions can be taken until the full award is posted in CommunitySuite.
- Additional installments can be added in SLM to increase the overall award amount.
- If a payment line item is not posted in CommunitySuite, the corresponding installment can be edited or removed in SLM.
- Additional payment lines can be added in CommunitySuite to increase the overall award amount.
- The amounts of existing payment lines cannot be edited in CommunitySuite.
If a payment line item is unposted in CommunitySuite, an Unlocked icon is visible on the installment in SLM.
If a payment line item is posted in CommunitySuite, a Locked icon is visible on the installment in SLM.
Post by Payment Scholarships Cannot be Canceled
Why Does the Cancel Button Not Appear on Post by Payment Scholarships?
Post by payment scholarships cannot be canceled. Unpaid award amounts will not show as a payable or impact the general ledger, so cancellation is unnecessary.
There is also no option to push the amount back to spendable. The only option to push a refund back to spendable is a manual distribution.
Resolve Unpaid Award Amounts
- If there are unassigned amounts remaining on the scholarship, add a payment date for those amounts. This will create a recipient payment line and the amount will no longer be unassigned.
- Delete any unpaid recipient payment lines, including the one just created to resolve the Open Amount field.
- Create a manual distribution to refund to spendable, if applicable.
- Track the award amount in Scholarship Lifecycle Manager (SLM), if applicable.
- Track the award amount as a note on the scholarship record or in a custom field on the profile in CommunitySuite, if not already tracked in a scholarship applicant system.