• Create a Scheduled Distribution
• Generate Scheduled Distributions
  • Calculate Scheduled Distributions
  • Process Scheduled Distributions
• End a Scheduled Distribution
• Skip a Scheduled Distribution/Edit Next Distribution date

 

  Create a New Scheduled Distribution

1. Navigate to the Fund that is making/paying the Scheduled Distribution.

2. Once in the Fund record, select Related > Scheduled Distributions. You may need to select the ellipsis (...) to see the related menu.

 

3. Select +New Scheduled Distribution

4. Define the Distribution Type: Grant or Interfund

5. Define at least the required fields (marked with a red asterisk)

• Title: Used as the Title on the Request/Interfund
• Purpose: Used as the Purpose on the Request/Interfund
• Grantee (Grants only): Used as the Applicant on the Request
• Payee (Grants only): Used as the Payee on the Request.
  • Once the Grantee is selected, the system will propose a value for Payee based on the Grantee constituent's settings. If the Grantee has a Default Payee designated, the system will suggest that be used as the Payee. Otherwise, it will suggest the Grantee.
• Interfund Recipient (Interfunds only): Used as the receiving fund on the Interfund Grant
• Donor (Interfunds only): Optionally designate a related Donor record to be listed on the interfund grant's associated gift record
• Primary Contact: Used as the Primary Contact on the Request/Interfund
• Frequency: The frequency of this distribution
• Start Date: The date of the first distribution
• End Date: The date of the final distribution
• Amount: If a fixed amount, the amount of the distribution
• Percentage: If a calculation based on the fund's spendable balance, the percentage of the spendable balance to distribute

       

 

Once the Scheduled Distributions have been saved they will be listed on the Fund record, under Related > Scheduled Distributions

 

 

  Generate Scheduled Distribution

Typically, Scheduled Distributions should be generated after the Spendable Allotment has been completed for the new year. This ensures any percentage-based distributions will include newly allotted spendable amounts.

There are two process workflows that must be run sequentially:

1. Calculate Scheduled Distributions - This process evaluates whether the distribution is based on a fixed amount or percentage, then, it calculates the percentage-based distributions and captures the "Calculated Distribution" amount for all records.
2. Process Scheduled Distributions - This process takes the information from the Scheduled Distribution records and generates Requests or Interfund Grants based on the type of distribution

Calculate Scheduled Distributions

1. Navigate the list of Scheduled Distributions, which can be found in the Fund area.

2. Filter the list of Active Scheduled Distributions for those you intend to process. Typically, this would be anything where the Next Distribution Date is this year.

3. Select all records to be processed, then choose the Flow menu, then "Calculate Scheduled Distributions"

 

All selected records should now display a value in the "Calculated Distribution" field

 

Process Scheduled Distributions

Once you have completed the step of Calculating Scheduled Distributions, you are ready for the second phase of processing.

1. From the list of Scheduled Distributions, select the records to be processed. 

2. Choose the Flow menu, then "Process Scheduled Distributions"

Note: Records will NOT be generated if any of the following are true:

• The "End Date" is on or before the current date.
• There is no value in the "Calculated Distribution" field.

Once the flow has completed, you can review the generated records on the "Previous Distributions" tab of the Scheduled Distribution record

 

For Grants, this process:

• Creates a Request record
• Marks the Request record approved with a Decision Date corresponding to the Next Distribution Date
• Creates the associated Payment record

To complete the process, the Payment record must be Sent to Accounting as with other Payment records.

 

For Interfunds, this process:

• Creates an Interfund Grant record

To complete the process, the Interfund Grant must be advanced through to the Send to Accounting step, as with other Interfund Grant records.

Important: If you have a combination of fixed amount and percentage-based distributions, it is recommended that you fully process the fixed amount distributions first. Then, process the percentage-based distributions.

 

  End a Scheduled Distribution

To discontinue a Scheduled Distribution, an End Date should be added to the record, and the record should be Deactivated.

 

 

  Skip a Scheduled Distribution/Edit Next Distribution

To skip a distribution, or specify the Next Distribution date, use the Distribution Override Date to set the Next Distribution date. Note: Distribution Override Date can only be used if the Most Recent Distribution date contains data. If no previous distributions have been posted, simply update the Start Date value.

For example, in this record the Next Distribution is calculated as 12/19/2024, but the fund advisor has opted to skip the 2024 distribution, and wants to resume in 2025. 

 

Entering a Distribution Override Date updates the Next Distribution date value so that the distribution can be skipped.