Revised 04/20/2026
This Knowledge Article covers best practices for a Request that will be paid in multiple installments (aka "multi-year") or paid from multiple funds. This process will result in one Request with multiple related payments.
When a Request is approved using the Approve/Deny button, the out-of-the-box system functionality creates a single payment for the Original Grant Amount, assuming you want to pay this grant or scholarship in a single installment and from a single fund.
However, this is not always the case. If you plan to pay this in installments or will be paying the grant/scholarship from more than one fund, you will need to edit the payment that was created and create additional payments so this Request's payments accurately represent how it will be paid.
Please note the Approve - Requested Scholarship option functions differently and can automatically create multiple payments from different funds if there are multiple approved Requested Scholarship records.
For more information on approving a pending Request, please see Approving/Denying a Request and Processing a Request Payment - Approve Pending Request Knowledge Article.
1. After approving your Request, a payment has been created for the total Original Grant Amount. Open this payment to edit it to reflect Payment #1. For example, this Request has been approved for $5,000. I plan to send $2,500 this year and $2,500 next year (or $2,500 from Fund 1 and $2,500 from Fund 2). Below is the payment that was automatically created when the Request was approved using the Approve button. Notice it is for the full amount:
2. Change the amount on the payment to the amount you will actually send for the first installment or will pay from the first fund. Follow your normal steps to send this Payment to accounting.
3. For the remaining payments (from other funds or to be paid in other installments), you will manually create additional Payment(s). It is akoyaGO's best practice to do this from the Request record using the Payment/Requirement Quick Create Form.
Go back to your Request record > Payments & Requirements tab and click + New Payment or Requirement. If your organization has leveraged the Quick Create form, it will open on the side of the screen. Fill in the details for your additional payments.
Make sure you set the Posting Date (the date you are accruing the expense/decreasing the fund's spendable amount) appropriately.
Accruing a future expense now (setting the Posting Date to the current year) does not affect Joint Investment Allocation, because the pool balance for the fund does not change until the payment is made. However, accruing the future expense now does affect net assets, which are used during fund fee and spendable processes.
If you do not want to accrue future expenses now, you can enter a future Posting Date.
Payments will not affect net assets until after it is sent to accounting based on the Posting Date.
You can set when payment should be sent to the Grantee using the Est. Grant Pay Date.
In the example below, I am accruing the expense as of 4/9/2026, but I am planning to pay this installment on 4/8/2027.
Click Save and Close to create the payment.
If additional payments need to be created for more installments or payment(s) from other funds, repeat this process.
4. Send additional payments to accounting. Future payments will count against the spendable amount for the fund based on the Posting Date. The payable will be included when Suggesting Vendor Payments in Business Central based on the Est Grant Pay Date. In other words, the Posting Date controls when the expense is accrued, and the Est Grant Pay Date controls when it is included for payment in Business Central.+
5. As payments are sent, you can use the PAID and BALANCE fields on the Request record (found on the Payments & Requirements tab) to track where this Request stands: