Overview

The Financials tab in Cycle Settings is where you manage the financial details for an award cycle. You can set up awards, expenses, budget categories, and spending controls differently for each cycle in your program. What you see in this tab depends on which features are enabled for your organization.

Who can access the Financials tab: Organization Owners, Client Admins, Program Owners, Program Managers

How to Get to Financials

Open the program, then click the gear icon on the far right of the cycle to open Cycle Settings.
In Cycle Settings, click Financials in the top menu.

What’s in Financials

Award Setup

This is where you name your awards, set the number of recipients, and enter award amounts.

If your organization has Budgets enabled, you can also link funds to awards here.

For more help, see ➡️Award Setup.

If your cycle uses Funding Source Tracking, each award will include a Funds Log button, where you can see how much has been drawn from each fund.

Financial Settings

This is where you turn on cycle-wide controls for how money is spent and tracked.

Award Balance Enforcement

Award Balance Enforcement keeps an award’s expenses and disbursements from adding up to more than the award amount. If an expense or disbursement would go over the award’s available balance, Next shows an error and stops it.

To enable it, change the Award Balance Enforcement toggle to "Enabled," then click Save Changes in the upper-right corner.

Award Balance Enforcement is off by default and locks once a cycle enters Test Mode or is published. For Direct Awarding cycles, you can change it at any time while awarding is in progress.

For more help, see ➡️ Cap Spending at the Award Amount (Award Balance Enforcement).

Funding Source Tracking

Funding Source Tracking lets you link a fund to each expense or disbursement, so every payment is drawn from the right fund. When it’s on, program admins choose the fund at the moment the payment is committed. For example, when you initiate a disbursement.

To enable it, change the Funding Source Tracking toggle to "Enabled," then click Save Changes in the upper-right corner.

Funding Source Tracking only appears if your organization has the Financials Module, an add-on not included in all plans. If you'd like to add the module, please contact Customer Success.

It's off by default and locks once a cycle enters Test Mode or is published.

If your organization uses Advanced Categories, Funding Source Tracking is always on and can’t be turned off.

Expense Settings

The Expense Settings tab only appears if your organization has the Financials Module, an add-on not included in all plans. If you'd like to add the module, please contact Customer Success.

Log Expenses

This setting controls whether awardees can log expenses for their award and how the system checks those expenses.

To turn on Log Expenses:

Click Yes under Log Expenses.
Select how expenses will be checked:
- Overall Budget Amount: Checks expenses against the total approved budget. Awardees cannot exceed the total approved budget amount. Best if you want flexibility in how awardees allocate spending across categories.
- Category Amount: Checks expenses against the limit for each budget category. Awardees cannot go over the limit in any one category, even if money is available in another. Best if you need spending to stay within the budgeted amount for each category.
- Award Amount: Checks expenses against the total award amount. Awardees cannot exceed the total award amount. Best if your program awards a lump sum and doesn't require a budget in the intake form.
Click Save Changes in the upper-right corner.

These options check expenses only. To prevent both expenses and disbursements from going over the award amount, turn on Award Balance Enforcement.

Once a cycle is published, the Log Expenses toggle and validation options are locked.

Line Item Split

This setting lets you split one expense into two or more line items, for example to charge it to different funding sources. Each line item keeps the original details and uploads, and moves through approval and payment on its own. The awardee gets an automatic email explaining the split.

To turn on Line Item Split, Click Yes under Line Item Split, then click Save Changes in the upper-right corner.

The Line Item Split can be toggled on or off at any time, even after the cycle is published.

Make the Uploads Field Mandatory

This setting requires awardees to attach supporting documentation, like a receipt or invoice, before they can submit an expense/reimbursement request.

To require uploads, select the checkbox next to "Make the Uploads field mandatory," then click Save Changes in the upper-right corner.

The Uploads field setting can be checked or unchecked at any time, even after the cycle is published.

For more help, see ➡️ Make the Uploads Field Required for Reimbursement Requests.

Financials

Cycle Settings: Financials Overview

Contents

Overview

How to Get to Financials

What’s in Financials

Award Setup