Grant Post-Award Phase

The post-award phase refers to the period when a grant opportunity or application has been awarded to your organization.

After a grant has been awarded, you can convert grant opportunities and grant applications to closed transactions like sales orders or invoices. See the following procedures:

• Converting Grant Opportunities to Closed Transactions

• Converting Grant Applications to Closed Transactions

You can convert grant opportunities and grant applications using any suitable role that has access to Grant Management custom segments and custom records.

Grant applications and opportunities converted to sales orders are listed on the sales orders list. To access the sales orders list, go to Grant Management > Grant Post-Award Phase > Grant Orders.

On the other hand, grant applications and opportunities converted to invoices are listed on the Invoices list. To access the Invoices list, go to Grant Management > Grant Post-Award Phase > Invoice Grants.

Converting Grant Opportunities to Closed Transactions

Grant opportunities can be directly converted to closed transactions without being converted first to a grant application.

Note:

To convert grant opportunities to closed transactions, you can use custom roles based on A/R Clerk that have the necessary permissions for grant opportunities.

To convert a grant opportunity:

1. Go to Grant Management > Grant Pre-Award Phase > Grant Opportunities.

2. Click Edit or View next to the grant opportunity that you want to convert.

3. In the Opportunity page:

   1. Click the Sales subtab.

   2. On the Closed Transactions subtab:

      • If you want to convert the opportunity to a sales order, click New Sales Order.

      • If you want to convert the opportunity to a cash sale, click New Cash Sale.

      • If you want to convert the opportunity to an invoice, click New Invoice.

        The form opens and the values in the fields are sourced from the grant opportunity.

4. Review the new form and make changes to the values in the fields, if necessary.

5. Click Save.

Converting Grant Applications to Closed Transactions

After an application is manually created or converted from an opportunity, you can convert it to a sales order or an invoice.

Note:

To convert grant applications to closed transactions, you can use custom roles based on A/R Clerk that have the necessary permissions for grant applications.

To convert a grant application:

1. Go to Grant Management > Grant Pre-Award Phase > Grant Applications.

2. Click Edit or View next to the grant application that you want to convert.

3. In the Estimate page:

   • If you want to convert the application to a sales order, click Sales Order.

   • If you want to convert the application to a cash sales, click Cash Sales.

   • If you want to convert the application to an invoice, click Invoice.

     The new form opens and the values in the fields are sourced from the grant application.

4. Review the new form and make changes to the values in the fields, if necessary.

5. Click Save.

Release from Restriction

Release from Restriction refers to the process of lifting or removing specific limitations or conditions previously imposed on the use of grant funds.

To use an amount in the grant that is restricted, you must create a Release from Restriction transaction record.

To create a Release from Restriction transaction:

1. Go to Grant Management > Grant Post-Award Phase > Release from Restriction > New.

2. In the Primary section:

   1. In the Date field, the system automatically populates the current date. To change the date, enter a different date in the field.

   2. (Optional) In the Memo field, create a memo to briefly describe this form.

3. In the Classification section, from the Subsidiary list, select a subsidiary.

   After selecting the subsidiary, the Currency and Exchange Rate fields automatically populate.

4. On the Lines subtab:

   1. From the Account list, select the account where you want to apply the release from restriction.

   2. In the Debit field, enter the amount that must be released from restriction.

   3. From the Grant list, select the grant associated to this amount.

   4. From the Restriction list, select the appropriate restriction value from the following:

      • With Sponsor Restriction (where Debit amount is populated)

      • Without Sponsor Restriction (where Credit amount is populated)

   5. From the Program list, select the applicable program.

   6. Click Add.

   7. From the Account list, select the same account that you selected in step 4a.

   8. In the Credit field, enter the same amount entered in the Debit field from the previous line.

   9. From the Grant list, select the same grant you selected in step 4c.

      Note:

      The amounts do not have to be similar, but the sum of amount in debit and credit lines must be balanced.

   10. From the Restriction list, select the appropriate restriction value. You must not select the same restriction value that you selected in step 4d.

   11. From the Program list, select the applicable program.

   12. Click Add.

   13. If you want to add more restrictions, repeat steps 4a to 4j.

5. Click Save.

Related Topics

• Grant Management SuiteApp
• Installing the Grant Management SuiteApp
• Roles in Grant Management SuiteApp
• Grant Management Preferences
• Custom Segments and Custom Records for Grant Management
• Grant Management Dashboard
• Grant Pre-Award Phase
• Grant Workbooks

General Notices