Grant Pre-Award Phase

The pre-award phase is a critical initial stage in the grant life cycle, and it involves several essential steps that set the foundation for a successful grant application and management process.

Grant Opportunity

A grant opportunity refers to a chance or prospect for an organization or entity to receive monetary assistance or resources through a grant.

You can create a grant opportunity using the Grant Management SuiteApp.

To create a grant opportunity:

Go to Grant Management > Grant Pre-Award Phase > Grant Opportunities > New.
In the Primary Information section:
1. In the Title field, enter a name for this grant opportunity.
  
  NetSuite assigns a number to the grant opportunity.
2. From the Company list, select the company you are creating the opportunity for.
  
  If your role has the necessary permissions, you can click + to create a new company record.
3. The Subsidiary field automatically populates according to the company you select. If not, from the Subsidiary list, select a subsidiary associated to this opportunity.
4. The Sales Rep field also gets populated according to the company you select. NetSuite inserts the sales representative associated with this company on the customer record at Lists > Customers.
  
  If not yet automatically populated, from the Sales Rep list, select a sales representative.
5. From the Status list, select a status for the opportunity.
  
  If a transaction other than an estimate is included in the opportunity, the status is automatically set to Closed Won.
6. In the Probability field, enter a probability that the deal will close. This probability is used to determine the weighted total of the opportunity.
  - If you selected the status Closed Lost, the probability is automatically set to 0%.
  - If you selected the status Closed Won, the probability is automatically set to 100%.
7. In the Expected Close field, enter the date you expect this opportunity to close.
In the Forecasting section:
1. In the Projected Total field, a total number populates according to the following calculations:
  - If there are no items selected on the Items subtab and there are no estimates or transactions included in the opportunity, you can enter a projected total.
  - If the opportunity has items selected on the Items subtab, but no estimates or other transactions included in the opportunity, the total of the items selected appears as the projected total.
  - If there is one estimate associated with the opportunity, and the estimate is marked to include in forecasts, the total of the estimate is shown as the projected total.
  - If there are multiple estimates associated with the opportunity, the projected total is the sum of all the estimates marked to include in forecasts.
  If you manually enter a projected total, that total appears until you click Update Projected on the Items subtab.
2. From the Forecast Type list, select the forecast category you want this opportunity to appear in.
  
  If you do not want this opportunity to appear in the forecast, select Omitted.
3. In the following fields, enter the range of amounts this opportunity might be worth.
  - Range field - enter the lowest possible amount. The low amount entered must be lower than or equal to the projected amount in the Projected Total field.
  - To field - enter the highest possible amount. The high amount must be greater than or equal to the Projected Total amount.
In the Classification section:
1. If this opportunity is associated with a department, from the Department list, select that department.
  
  If your role has the necessary permissions, you can click + to create a new department record.
2. From the Location list, select the location associated with this opportunity. If your role has the necessary permissions, you can click + to create a new location record.
On the Items subtab:
1. In the Currency field, the prospective constituent's primary currency is selected by default. If you use the Multi-Currency Customers feature, you can select the transaction currency you want to create this transaction in.
2. In the Exchange Rate field, the exchange rate for the selected currency is shown.
3. In the Item column, select the item the constituent is interested in, and enter the following information for this item as needed:
  - Amount
  - Options
  - Grant
  - Restriction
  - Program
4. Click Add.
5. To enter another item, repeat steps 5a to 5d.
6. On the Communications subtab, create any events, tasks, or phone calls you want to associate with this opportunity.
7. On the Sales subtab, enter the qualifications for this opportunity.
8. On the System Information subtab, the date of the opportunity's creation is populated automatically. Change the selected date if needed.
Click Save.

You can convert grant opportunities into grant applications. See Converting a Grant Opportunity to a Grant Application.

You can also convert grant opportunities to closed transactions like sales orders, cash sales, or invoices. See Grant Post-Award Phase and Converting Grant Opportunities to Closed Transactions.

Grant Application

A grant application provides a quotation or an estimate before the grant awarding phase.

Grant applications are created in two different ways:

Manually Creating a Grant Application
Converting a Grant Opportunity to a Grant Application

Manually Creating a Grant Application

The custom form used in manually creating a grant application is the Estimate form.

To manually create a grant application:

Go to Grant Management > Grant Pre-Award Phase > Grant Applications > New.
In the Primary Information section:
1. From the Customer list, select a customer for the grant application.
  
  If your role has the necessary permissions, you can click + to create a new customer record.
2. In the Title field, enter a title for this grant application.
  
  When an estimate is converted from an opportunity, the title from the opportunity populates into the Title field on the grant application.
3. In the Expires field, select the date this grant application expires.
4. In the Date field, the system automatically selects today's date. You can select a different date in this field.
5. In the Status field, select a status for this grant application.
6. In the Probability field, enter a probability for this grant application.
7. In the Exp. Close field, enter the expected close date for this grant application.
8. (Optional) In the Memo field, enter a memo to describe this grant application.
In the Sales Information section:
1. The Sales Rep field also gets populated according to the company you select. NetSuite inserts the sales representative associated with this company on the customer record at Lists > Customers.
  
  If not yet automatically populated, from the Sales Rep list, select a sales representative.
2. From the Opportunity list, select the opportunity relevant to this grant application.
3. From the Forecast Type list, select which forecast category this application belongs in.
  
  If you do not want this estimate to appear in forecasts, select Omitted.
4. From the Partner list, select the partner associated to the selected customer.
In the Classification section:
1. The Subsidiary field populates the subsidiary associated to the selected customer in the Primary Information section. If not, you can manually select a subsidiary from the list.
2. From the Class list, select the class that applies to this grant application.
3. From the Department list, select the location you want to associate with this application.
4. From the Location list, select the location you want to associate with this application.
On the Items subtab:
1. If a discount applies to this application, from the Discount Item list, select a discount type.
2. In the Rate field, enter any other discounts you want applied to this application.
3. Click Add Multiple to add multiple line items at one time.
  
  Click Clear All Lines to remove the line items from the Items subtab.
4. In the Item list, select an item.
5. In the Quantity list, enter the quantity for this item.
6. If this item is taxable, check the Tax box.
7. Check the Exclude Item from Rate Request box if you want to exclude the item when calculating shipping. This box is available only for inventory and assembly items.
8. In the Grant list, select a grant that applies to this item.
9. Click Add to add the item to the grant application.
10. To add more items, repeat steps 5a to 5i.
Enter the required values in the Shipping, Billing, Accounting, Relationships, and Communication subtabs when manually entering an estimate. For more information, see Preparing an Estimate.
Click Save.

Converting a Grant Opportunity to a Grant Application

You also have the option to convert a grant opportunity to a grant application.

To convert a grant opportunity to a grant application:

Go to Grant Management > Grant Pre-Award Phase > Grant Opportunities.
Click Edit or View next to the grant opportunity that you want to convert.
In the Opportunity page:
1. Click the Sales subtab.
2. Click the Estimates subtab.
3. Click New Estimate.
The Estimate form opens and the values in the fields are sourced from the grant opportunity.

After the grant has been awarded, you can also convert grant applications to closed transactions like sales orders or invoices. See Grant Post-Award Phase and Converting Grant Applications to Closed Transactions Converting Grant Applications to Closed Transactions.