What are Requirements?

In the Grants Management area of akoyaGO, a table exists called Payments and Requirements.

Payments detail the payment information towards the request, including the amount paid, the source of the funds, and the date of payment. An approved Request will have at least one related Payment detailing how payment will be sent. If a single Request will be paid from multiple funds or paid in installments, it will have multiple related Payments (for more information, see How to Create a Multi-Payment Request KA). For clients who use akoyaGO with accounting, payments are the records that are sent to accounting and used to create General Ledger entries in Business Central.

Requirement track of any conditions or contingencies related to the Request or specific Payment, e.g., a report, condition, match, etc. A Request may have multiple related Requirements if there are multiple items to be completed. Requirement records help track what needs to be done related to a Request and when each Requirement is fulfilled.

How are Requirements Created?

Requirements towards a Request are created in two primary ways:

1. By Advancing to an Interim Report or Final Report type GOapply Phase
2. Manually via the Requirement Quick Create

More information on each method can be found in the linked Knowledge Articles above.

Standalone Requirements vs Requirements on Payments

There are two types of Requirements in akoyaGO.

Standalone Requirements (Type = Requirement)
Standalone Requirement records are created by setting the Type to Requirement. This is the type of record that is automatically created when you advance to an Interim Report or Final Report GOapply phase.

If you are manually creating a Requirement record, it would look like this:

This record is separate from a payment and does not act as any type of contingency. The record is simply to track an outstanding item that needs to happen related to the Request. Note you can track the Requirement Due Date and the Requirement Type.

Requirements on Payment (Type = Payment, Requirement = Yes)
The other type of a Requirement in akoyaGO are those that are set directly on a payment. These are created by setting the Requirements? field to YES on a record where the Type is Payment. This type of Requirement can act as a contingency on payment.

This type of Requirement is not created when advancing to an Interim Report or Final Report Phase in GOapply, but it can be created manually or by adjusting the payment that is created upon approval of a Request.

If you are manually creating a Payment record with a related Requirement from the Quick Create form, it would look like this:

Or if you are setting Requirement to YES on the payment that was auto-created upon approval of a Request, it would look like this:

IMPORTANT - Please note setting Requirement = Yes on a Payment does not prevent you from clicking the Send to Accounting button found at the top of the form. If you want to accrue the expense before the Requirement is received, send this payment to accounting at this time. If it is your foundation's policy not to accrue this expense until this Requirement is fulfilled, you will not send to accounting until the Requirement is received. Remember, this payment will not hit your general ledger or show as an open payable until Send to Accounting is clicked and the payment is successfully received by Business Central.

Requirement Columns; Using in Views to Track Outstanding Requirements

There are several System Views that can be used to track outstanding Requirements, such as Requirements Due this Month, Requirements Due this Week, Requirements Overdue, and Requirements Summary. Depending how your organization breaks down and tracks Requirements, you may also choose to create your own custom views based on columns like Requirement Type, Requirement Due Date, and any fields from the related Request record.

If you create your own views and use both standalone Requirements and Requirements set on a payment, make sure to account for both scenarios by setting your criteria as follows:

Marking Requirements as Received

Requirements Submitted through GOapply

When a Requirement is received through GOapply and the Status Tracking Record is related to the Payment or Requirement record, the Requirement is automatically marked as received. If your Requirement was created by using the Advance to button or the Create all Requirements - GOapply workflow, this will be true.

For example, here is a GOapply Status Tracking record that was created by clicking the Advance To button and choosing a Final Report phase:

When this Interim Report is submitted via GOapply, the related Requirement will automatically be marked as received:

Manually Marking Requirements as Received

If you receive Requirements outside of GOapply - such as site visits, or reports/updates received via email or another platform - you can manually mark the Requirement(s) as received by filling in the Requirement Received date. This can be done from an individual record, or in bulk from a view by selecting multiple records and using the bulk edit feature:

Keywords: Requirements, contingencies, reports, interim report, final report, conditions