Revised 11/18/2025
Approving/Denying a Request and Processing Payments
cREATE A REQUEST
Requests can be manually created by an akoyaGO user or created through GOapply or GOfund. Requests that are manually entered can utilize the Request Quick Create Form or full Request form, depending if your organization has leveraged the Quick Create Form.
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
For more information on leveraging the Request Quick-Create Form, reference this Knowledge Article: Leveraging the Request Quick-Create Form
Creating a Request
As a best practice, we recommend you enter a Request from the Applicant's Constituent record. That way, the Applicant and Payee fields will auto-populate on the new Request. You can also access the GOverify tab to verify tax-exempt status as needed, and check the Request history for this applicant from the Constituent record.
If your organization has leveraged the Request Quick-Create Form, the +New Request button will open the Quick Create form. Fill in all fields for the Request via the Quick Create Form and click save.
If your organization has decided not to leverage the Request Quick-Create Form, the +New Request button will open a new Request record. Fill in all fields for your Request and click save.
approve a pending request
Upon approving a Request via the Approve/Deny button, the following will occur:
- Request Status will update to Approved
- Original Grant will update to the chosen amount (either Requested Amount, Recommended Amount, or sum of approved Requested Scholarships.) More information on this can be found below.
- Decision Date will be set to today's date, if there is no Decision Date already set
- Payment(s) auto-created
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. A payment will be created for the full Requested Amount.
Approve - Recommended will approve this Request for the Recommended Amount. You can do this for an individual Request or in bulk from a view. A payment will be created for the full Recommended Amount.
Approve - Partial will allow you to enter an amount other than the Requested or Recommended Amount. Please note that if you approve 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. A payment will be created for the amount indicated.
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. Payments will be created for each approved Requested Scholarship.
*IMPORTANT - if you approve a Request by entering an Original Grant Amount directly on the Request (aka you do not use the Approve/Deny button), payments will not be auto-created.
Open the Payments & Requirements tab to view the Payment(s) auto-created upon approval.
Special Request Status
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.
If you are setting a Special Request Status (instead of Approving or Denying) that indicates this Request will not receive any future funding including: canceled, declined by applicant, ineligible, or withdrawn, it is our best practice to also set the Original Grant Amount to $0.00 so it is clear this Request is no longer pending.
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.
Upon denying a Request via the Approve/Deny button, the following will occur:
- Request Status will update to Denied
- Original Grant will update to $0.00.
- Decision Date will be set to today's date, if there is no Decision Date already set
- No payment record will be auto-created
Review and Process Payment(s) - Approved Requests Only
For approved Requests, the next step is to review the details on the Payment(s) 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 be set 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.
Fund/Grantee Information: this tab of the payment record contains extra data points about the fund and the grantee. The Fund Acknowledgement Name will auto-fill with the formal fund name or Anonymous if the Fund is set to the anonymous OR if the request was set to be anonymous.
Send to Accounting (with Accounting Clients Only)
Once you have confirmed all data on the Payment is accurate and made any necessary updates, you are ready to send this payment to Business Central.
*The Send to Accounting action can only be completed by users with 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 this 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 been sent to accounting, the Payment Status will update to Received. If there were any issues, the Payment Status will be set to ERROR, alerting you that 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 (with Accounting Clients Only)
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
** If the Payee has a Tax Status (CRM) of Ineligible, Revoked or is null and not GOverify Exempt, the payment will not be pulled into the journal to prevent payments to nonverified organizations. Payees where GOverify has not been checked in more than 30 days will be subject to this rule, as well. This functionality will ignore Constituents where GOverify Exempt = Yes. If payments are being withheld for this reason, you will see a message where you can view the payments. To fix, go into the Constituent record(s) and run GOverify. Once the Tax Status is Verified Nonprofit and the Date Exemption Checked is within the last 30 days, the payment(s) will be allowed to be pulled into the payment journal.
Please note that during that time, if 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 (with Accounting Clients Only)
Once the check is printed, select Post.
After posting the payment, there will be a total of four entries in the general ledger: 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.
Data Updated on Request Payment in akoyaGO
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.
