====== Disbursement Scheduler ======

===== Overview =====
The Disbursement Scheduler creates future payment records automatically based on a defined schedule. Payments still require review and posting before funds are issued.

Disbursement and Fund Expenditure records are created through the **Start Scheduler** button. The instructions following will walk grant staff through creating these records. 

====What This Process Does====

  - A recurring payment schedule is created
  - The system generates pending disbursement records
  - Users review and post them during normal payment processing
  - After posted, users can Consolitate or Split Disbursements

=== Scheduler Steps ===
 
From the Funding Request, click the Disbursement tab. The Scheduler is visible here and is used to schedule the Disbursements to the Grantee. The Fund Expenditure record is also created with the Scheduler and indicates the Fund paying the Disbursement. After clicking Save, the Payment Schedule shows the user a combined view of both Disbursement and Fund Expenditure records. **NOTE:** Automation may exist in your org to create these, especially when there is just one Fund paying the grants.

  * Click the **Funding Request** to be awarded
  * Click **Disbursement** tab
  * Click **Start Scheduler** button
    * Note fields with a red "*" are required. **Total Amount to Disburse** is equal to the **Awarded Amount** on the Funding Request.
    * **Number of Disbursements** is how may payments will be made to the Grantee
    * **First Date** is the date of the first Disbursement
    * **Interval** & **Period** work together to determine how frequently Disbursements are made
    * **Disbursement Method** is how the Disbursement will be paid
    * **Fund** is the fund used to pay the Disbursement
    * Click **Calculate**
{{ :fund360:fundingrequestschedulerbeforecalculate.png?600 |
}}
Based on the information entered, user will see 1 or more entries under the **Calculate** button. 
The screenshot below shows a $500 Total Amount to Disburse, divided into 4 quarterly payments. Each Disbursement is scheduled to come from the same fund, but this could be adjusted to different funds.

If the Schedule isn't correct either Cancel and re-click the **Start Scheduler** button again or manually adjust the dates, amounts and Fund.

{{ :fund360:fundingrequestscheduleraftercalculate.png?600 |}}

If a Disbursement record already exists, users can Edit the existing record. Users with permission to Delete Disbursement and Fund Expenditure records can delete from the Payment Schedule.

{{ :fund360:fundingrequestschedulereditdeleteview.png?600 |}}

Users can also delete the existing records and start again with the **Start Scheduler** button. This is the recommended method when there's several changes to make as it's quite simple to create a new schedule. 

The screen shot below shows a Payment Schedule and how to access the Disbursement records. The Fund Expenditure is a child record of Disbursement so those are available in each Disbursement.

{{ :fund360:fundingrequestschedulerdisbursements.png?600 |}}

=== Consolidate and Split Steps ===

The Consolidate and Split functionality allows users to make edits after the Disbursement records have been posted to the General Ledger. At this point, the amounts and Funds have been earmarked so this process edits the funds and amounts and includes splitting one Disbursement into multiple or consolidating multiple disbursements into one. **Note:** The Funding Request needs to be Awarded and Posted before the Consolidate and Split functionality is available.

To Consolidate
   * Click the **Funding Request** to be edited
   * Click **Disbursements** tab, or wherever the Scheduler is displayed
   * Click **drop-down** to the right of the Disbursement to be edited
   * Select Consolidate to "merge" multiple Disbursements into one
     * A screen opens showing the Disbursement where user selected **Consolidate**
     * User can then select which Disbursement records to merge into one with the selected Disbursement
     * Click **Save** System merges the Disbursement records and updated the original to reflect the merge

{{:fund360:schedulerconsolidatesplit1.png?600|}}

{{:fund360:schedulerconsolidatedisbursements.png?600|}}

To Split
   * Click the **Funding Request** to be edited
   * Click **Disbursements** tab, or wherever the Scheduler is displayed
   * Click **drop-down** to the right of the Disbursement to be edited
   * Select Split to separate one Disbursements into multiple
     * A screen opens showing the Disbursement where user selected Split
     * User can adjust the **Number of Disbursements, Interval, Period, First Date**, then Select **Calculate** to see the new Schedule
     * Click **Save** to see the adjustments made to the Schedule

{{:fund360:schedulersplitdisbursement.png?600|}}

====Common Questions====

**Will this automatically send payments?**
No — it only creates pending disbursements.

**Can I stop a scheduled payment?**
Yes — edit or delete the generated disbursement before posting.

**Does scheduling affect accounting?**
Only after the disbursement is posted.