As long as a Request’s status is Pending, a payment record will not be created.
create the request
Whether you are creating a Request from the Quick Create Form or from the full Request Form, enter all data to create the Request.
Quick Create
For step-by-step instructions on creating a Request using the Quick Create Form, reference the Using Request Quick Create section of this Knowledge Article: Request Quick-Create
Manual
As a best practice, we always recommend you start entering a Request from the Applicant's Constituent record. That way, the Applicant and Payee fields will auto-populate. By beginning here, you can also access the GOverify tab and check the Request history for this applicant.
If you have decided not to leverage the Request Quick-Create Form, this will open a new Request record. Fill in all fields for your Request.
approve the request to create a payment
A payment is auto-created when you approve a Request. Use the Approve/Deny command bar button to approve the Request:
If you are Approving a Request, your options are as follows.
Approve - Full will approve this Request for the Requested Amount. You can do this for an individual Request or in bulk from a view.
Approve - Recommended will approve this Request for the Recommended Amount. You can do this for an individual Request or in bulk from a view.
Approve - Partial will allow you to enter an amount other than the Requested or Recommended Amount. Please note if you approving a Request for a partial amount, you cannot do this action for multiple Requests at a time, since you will need to indicate the amount.
Approve - Requested Scholarship will approve this Request for the sum total of all Requested Scholarship with Awarded Amounts. For example, "Approve - Requested Scholarship" would approve the Request below for a total of $1,100. You can do this for an individual Request or in bulk from a view.
Once the Request is approved by using the Approve/Deny button, the Request Status will update from Pending to Approved, the Original Grant Amont will populate, and a Payment record will be created.
*Please note as of the June 2025 Release, if you approve a Request by entering an Original Grant Amount directly on the Request (aka you do not use the Approve/Deny button), a Payment will not be auto-created.
Open the Payments & Requirements tab to view the Payment that was auto-created upon approval.
Please note that if you have a Special Request Status filled in on the Request, the Approval button will attempt to clear that value. You will be prompted. Choose Yes to clear and No to keep the special request status.
Deny a Request
To Deny a Request, click the Approve/Deny button and choose "Deny"
You can do this for an individual Request or in bulk from a view. Denying a Request will update the Request Status from Pending to Denied, the Original Grant Amont will set as $0.00, and a Payment record will not be created.
Review and Process the Payment
The next step is to review the details on the Payment that was auto-created upon approval to ensure all data is accurate before sending to accounting. This includes Amount, Payee, Posting Date, Fund, and Account. Most or all of these fields will auto fill based on information from the Request combined with the default grant accounts set in your Accounting Settings. For help, see the Accounting Settings knowledge article.
You can review payment information for an individual Payment (either from the Business Process Flow at the top of the screen or directly from the Payment form), or in bulk from a view.
Make sure to fill in any required fields that did not auto fill upon creation of the payment.
Posting Date will auto-fill based on the Decision Date of the Request. If this is not accurate, you can change it at this time.
Est. Grant Pay Date will auto-fill as the Posting Date. If you do not plan to pay this Grant or Scholarship at this time, you can update accordingly.
The Posting Description (Memo) is what will appear in the Memo line on the check.
When you are finished inputting payment details, click Next Stage.
Send to Accounting
Once you have confirmed all data on the Payment is accurate, you are ready to send this payment to Business Central. *Please note this can only be done by users who have the akoyaGO Send to Accounting - Request Payments Security Role. Users without this Security Role who attempt to send a Request Payment to accounting will receive an error.
You can do Send to Accounting for an individual payment by clicking the Send to Accounting command bar button.
Or for a group of payments from a view (such as the Request Payments to Send to Accounting System View:)
When a Payment has successfully be sent to accounting, the Payment Status will be Received. If there were any issues, the Payment Status will be set to ERROR, alerting you the Payment was not successfully received by Business Central.
Once a Request Payment has been successfully received by Business Central, two general ledger entries will be created – a debit to the expense account and a credit to the payable account.
Print the Check
The next step for this payment is to create and print the check.
In Business Central, navigate to Post Payments.
Select the journal batch from which the check should be printed. Once in the payment journal, select Suggest Vendor Payments.
Use the Last Payment Date, Posting Date, or Vendor filter to find the payment(s). Click OK to pull the results into the payment journal
Please note that during that time that the payment is in an active payment journal batch, you cannot edit the GL Memo field in the CRM Request Payment Record. The GL memo will be displayed on fund statements in the 'detail' section by default.
Make sure all required fields are filled in. When you are ready to print the check, click Print Check. Ensure all settings are to your organization’s standards and click Print.
A check file will be created. Send this to your printer. Click Print.
Post the Check
Once the check is printed, select Post.
After posting the payment, there will be a total of four entries in the general journal – a debit to the expense account, a credit to the payable account, a credit to the asset account, and a debit to the payable account to balance the transaction.
Back in the CRM Request Payment
After the check is printed, the Payment Status of the Request Payment will be Paid, Payment Date will be auto filled as the posting date, and Payment Account will auto fill with the account from which the check was paid.
