How to Add a Grant or a Grant Proposal

Proposals and grants are added on the same screen in the same way. The only difference between a proposal and a grant is the status: Pending, Held, Declined or Withdrawn would all apply to proposals, while the status of Granted or Funded would apply to grants.

Your administrator can design the proposal and grant entry screens using the Customizing Page Layout feature in the Admin tab. She can also add user defined fields for grants and proposals. The fields listed below may not all be included and may not be in the same order, depending on how your administrator has set things up. There may also be additional user defined fields not shown here.

Adding a new proposal or grant is done in three steps:

Step 1 - Add Grant

1. If the name of the correct organization is not already filled in, search for the name of the organization to whom you are submitting a proposal (for incoming) or the name of the non-profit applying for a grant (for outgoing), by typing in all or part of the name and pressing Enter.
   1. If the name of the organization appears in the list, double click on it to select it.
   2. If the name is not there, click on the +O button at the top of the list to add a new organization.
2. From the Contact drop down list, select the name of the person who is the main contact at the organization for this proposal.
3. Enter a grant title. This should be a short description of the grant.
4. Enter a grant description. You can type as long a description as you wish.
5. If you have received all of the required items for an outgoing grant or have submitted all of the required items for an incoming grant, check the Check List OK check box.
6. Select Incoming or Outgoing as the Grant Type.
7. Select the Grant Status from the list:
   1. Pending - the proposal has not yet been reviewed for decision.
   2. Granted - the proposal has been granted but not yet completely paid.
   3. Funded - the proposal has been granted and all payments have been made.
   4. Declined - the proposal has been declined.
   5. Held - the proposal has been held for future consideration.
   6. Withdrawn - the proposal has been withdrawn from consideration.
8. Enter the date of the proposal.
9. Enter the amount of the proposal.
10. Enter the date the proposal is to be reviewed for decision.
11. If the proposal is granted, enter the grant date.
12. If the proposal is granted, enter the grant amount.
13. Click on Save and Next to go to Step 2.

Step 2 - Activities

At this step you add any activities associated with the proposal or grant you added at step 1.

1. Click on Add to add a new activity, with the following fields:
   1. Contact name - select a contact name from the organization who is the main contact for this activity.
   2. Schedule date - enter a schedule date for this activity.
   3. Completed date - if this activity has been completed, add the completed date.
   4. Activity type - select the activity type. The Activity Type codes are defined on the Codes tab of the Admin tab.
   5. Assigned to - select the name of the person in your organization who is responsible for this activity.
   6. Summary - add a short summary, or title, to this activity. This summary appears as the activity title in the Task List/Tickler.
   7. Add additional notes.
2. Click on Save to save the activity.
3. If you need to make changes to an existing activity in the list, select the activity and click on the Edit button. The fields listed above appear for you to make changes.
4. If you wish to delete an activity, select the activity and click on the Delete button.
5. Click on Add to Outlook to add this activity to your Outlook calendar.
6. Click on Skip to go to Step 3.

Step 3 - Payments

If a proposal has been granted, you can add a payment schedule.

1. Click on Add to add a new payment, with the following fields:
   1. Status - select from the following list of payment status choices:
      1. Authorized - the payment is ready to be made.
      2. Paid - the payment has been paid.
      3. Held - the payment is being held, pending some condition.
      4. Withdrawn - the payment has been withdrawn.
      5. Proposed - if the grant is made, this is a proposed payment.
   2. Payment amount - the amount of this payment.
   3. Schedule date - enter a schedule date for this payment.
   4. Paid date - if this payment has been paid, add the paid date.
   5. Payment type - select the payment type. Payment types are defined on the Codes tab of the Admin tab.
   6. Fund - select the Fund from which this payment should be made.
   7. Note - add any notes about this payment. If the payment is being held or withdrawn, add a note to explain why.
2. Click on Save to save the payment.

If you need to make changes to an existing payment, click the payment from the list and click on Edit.

If you wish to delete a payment, select the payment from the list and click on Delete.

To transfer a paid payment on an incoming grant to the giving history of the granting organization, click on the Add Grant Payment to Gift.