Paying Out to a Recipient

Overview

Recipients lists every organization and person you've paid out to from your funds, with what each was paid this year. Click a recipient's name to see their payments or edit their details.

A recipient's page (titled Recipient Payments) shows every payment to that one recipient, with Pay again and Edit.

Pay out records a new payment. Use Pay out when you give money to another organization or a person from one or more of your funds: a grant, a scholarship, money you pass on to a partner. Nothing comes back for it. Paying a vendor for goods or services is a bill, not this.

Before You Start

• The Owner, Admin, or Accountant role, on the Standard plan.
• The fund (or funds) the money comes from, and the bank account it left.

Steps

1. Open Pay out from the side menu, under Transactions.
2. Pick who you paid in Paid to. Someone new? Click + Recipient to add them. The first time you pay someone, the page asks whether they're an organization or a person, and their country (and the region, when the IRS lists don't name the country). Schedule F reports the region. It asks these once.
3. Pick Paid from and Date paid.
4. Pick the Fund and enter the Amount. Each fund shows its current balance. Paid from more than one fund? Click Add another fund for each one.
5. Answer any question that shows up. The page only asks what it can't work out: whether the donor agreed to an early release, whether you've checked the donor's terms, which account grants paid go in (asked once), or whether a bank line it found is this payment.
6. Click Record payment.

What to Check

These appear only after you pick a fund and enter its amount. A blank Pay out page doesn't show them.

• What was it for? shows the account the payment goes in. The app picks it from the fund. Click Change the account if this one belongs somewhere else. The first time, it asks you to pick the Grants paid account instead.
• Released from donor restrictions (a restricted fund only) shows how much the payment releases.
• In your bank (only when the app finds this payment's bank line) means it attaches that line to the payment, so you don't record it twice.
• After you save, the person or organization is on your Recipients list.

Buttons and links on this screen

Pay out

• Sent, not yet recorded (only when your bank shows a payment to someone you've paid before): Record this payment on a line opens this page with the bank line, the recipient and the date filled in.
• + Recipient (beside Paid to): opens a pop-up to add a new contact.
• Paid to, Paid from and Date paid: who you paid, the bank account, and the date.
• Fund and Amount: one row per fund. The × between them removes that fund. Add another fund adds a row.
• Change the account: pick another account for this payment. It's under What was it for?, which appears only after a fund row has a fund and an amount.
• When the payment is already in your books, the question links to that payment by its number.
• Record payment (bottom right): saves the payment. Cancel goes back to the Funds list.
• Opened from Change on a recipient payment, the title reads Change payment and the button reads Save change. The date can't move: to move it, void the payment and record it again. Cancel goes back to the payment.
• Other ways in: the Pay out button on the Funds list, the Pay out link at the top right of a fund's page (starts with that fund), and Pay again on a recipient's page (starts with their last payment).
• This screen has no export.

Recipients

• Pay out (top right): opens the Pay out page.
• Search box: narrows the list by name or country as you type.
• Export CSV (the download arrow at the right end of the toolbar, after the search box): downloads the recipients the list shows as a CSV file. It follows your search. The file has Name, Type, Country, Status, Paid This Year, Total Paid Out and Last Payment.
• A recipient's name: opens that recipient's page.
• Show all recipients (when a search matches nothing): clears the search.

A recipient's page

• Back to Recipients (above the title): back to the Recipients list.
• Pay again (top right, once they've been paid): opens Pay out with this recipient's last payment filled in, its funds, amounts and bank account. Check them, then save.
• Edit (top right): change their name, organization or person, country, region and contact details.
• The Date on each payment's row: opens that payment.
• This screen has no export. For every recipient's totals, use Export CSV on the Recipients list.

Related Pages

• Funds and Programs
• Understanding Restrictions and Releases
• Contacts