Setting up Funding Partnerships
Funding partnerships establish a relationship with another organization. Setting up a funding partnership is a precursor to being able to subsidize services for a client. Much more info can be found on this in the Subsidies section.
There are two types of Funding Partnerships: Invoiced and Prepaid. Ignore the Flex type; it’s no longer in use. An invoiced funding partnership means you’ll eventually bill a partner. For example, if you accept vouchers from the public but then need to bill the agency that issued the voucher – this is an invoiced Funding Partnership. The second type is a prepaid partnership, which means you are establishing a fund (or “pot” as it’s often called informally) to draw down from. For example, if you receive a $5,000 grant for spay/neuter, you’d simply draw down from that fund until it’s depleted.
To set up a partnership, simply click + Create Partnership.
Invoiced Partnership
For an invoiced partnership, as is the case with vouchers, first set up the organization in the Create Volume Client section in Clients. Then create the Funding Partership.
Pre-Paid Partnerships
These are grants or donation pots. In the case of a prepaid partnership, once created, you will need to click the Edit button to go in and actually fund the pot.
To do this, click the edit button and then click Add Donation. Fill in the donor details by choosing the Organization and selecting the Grantor. If this is the first time recording money under the organization/grantor, you may need to Add New Organization.
Enter the payment method and amount.
Now click*Save*, and you have successfully added the amount to the pot.
Add Funds to a Pre-Paid PartnershipThank You E-mails
A thank-you email will automatically be sent to the donor when a donation is made through “Add Donation” in Settings > Funding Partnerships or “Take Donation” tool in Accounting.
Set up one generalized Thank You email for any donation that is made internally through the Accounting >Take Donation or Funding Partnership > Add Donation.
Go to Settings > Funding Partnerships > Thank You E-mail
Customize the email message.
Save.
Customize in Settings > Funding PartnershipsDonations via Funding Partnerships
Funding Partnerships are used for more than just grants and establishing voucher programs with other organizations. They are also used for collecting individual donations. Any donation received by clients during an appointment, unattached donations such as mail-ins or phoned-in money, and online donations through your campaign widgets go into the funding partnership. This allows for clear reporting and tracking. We often refer to the funding partnership as the “Pot” of money.
At a minimum, you will likely need one generic donation pot to place these funds received.
Create a Donation “Pot”
Click + Create Partnership.
The type should be Prepaid.
The Name can be something such as “Donations” or “Spay-It Forward.”
Click Save.
Add Funds to the Partnership
To add money to this donation pot, edit the Funding partnership and click +Add Donation.
Fill in the donor details – if an individual, collect the contact information. If an organization or regular donor, you may create a Grantor profile and select that.
Enter the payment method and amount.
Save.
When you complete the donation process the Thank You E-mail will go out automatically.
Other ways to get donation money into the Donation Pot
Read more about the ways to collect donations HERE.
Forfeited Deposits – Converted to Donation
In order to convert a deposit to a donation, you will need a pre-paid funding partnership pot to place the funds.
If a generic “Donations” pot doesn’t already exist, you will need to create a “pot.”
Click + Create Partnership.
The type should be Prepaid.
The Name can be something such as “Donations” or “No-Show Deposits.”
Click Save.
Create a prepaid pot for forfeited depositsThe actual act of converting the deposit into a donation is done through editing the payment in Clients > Deposits. Take and action and repurpose the money to donation. Read more about that HERE.(blank)
Adjust Grant
To move money between pre-paid funding partnerships or reflect money used outside of HQ, you can adjust funds. Click the Adjust Grant button to add or remove money from a pre-paid pot.
Common scenarios:
Multi clinics splitting grants – a grant was awarded to your organization. As a multi-clinic, you need to split the grant out among your different profiles such as your main facility and your mobile unit. If the initial funds were added all to one profile, use the adjusting tool to remove funds from one pot and add them to another. Whether to reflect the change is completely up to your clinic and accounting team. You may opt not to have the transaction reflected on financial reports. This is because Accounting is kept separate between profiles and subtracting funds from one profile to add to another may cause your reconciliation to be off.
Donation money used to purchase equipment – general donations are received and the clinic uses these funds to purchase equipment. Use the adjusting tool to deduct money from the pot so your clinic can accurately reflect how much is available for subsidy use.
Add/Remove funds from a pre-paid Funding Partnership
Pre-Paid Funding Partnership adjustement detailsDo you want this change to be documented on the reconciliation and the financial export reports?
If “NO” – this adjustment will only show in the funding partnership history. Cash/check/credit card details are not required nor will the addition/removal of funds appear in accounting reports.
The user that performed the adjustment will be logged under the Client Name column.
