Payment dispositions and status types indicate the general stage of a payment. Payment statuses give more detail about the stage of a payment.
Your GivingData site contains two payment dispositions: Planning/Pending and Approved. These dispositions are top-level categories indicating the stage of a payment. These are not configurable.
Underneath the dispositions are several payment status types. These further categorize the stage of a payment. These are not configurable.
Within each payment status type, one or more payment statuses are available.
Your site contains several payment statuses by default, but the status names can be customized and additional statuses can be added to reflect your unique processes. Refer to Payments for instructions on making these adjustments.
There are also system statuses that must each be tied to a payment status. These system statuses allow different functionalities to work in the site. For example, the system status of Paid is tied to the payment status named “Paid” by default. The System Statuses section contains more details.
The sections below provide a description of the payment status types and the default payment statuses within each.
Projected
This payment status type is applicable for payments of requests within the Exploring, Planning, and Pending request dispositions.
By default, this status type includes the following payment status:
- Projected
Contingent
This payment status type is applicable for payments of requests within the Approved request disposition that require something to be completed before the payment can be paid. For example, this could be a requirement related to the payment within the site. These payments are included in the scheduled totals for the request in the Grant Commitments Schedule report.
If a payment on a request is set to a status within the Contingent type, it must be set to a status within the Scheduled type before it can be set as paid. In other words, the contingency is shown to be resolved before a payment can be set as paid.
By default, this status type includes the following payment status:
- Contingent
Hold
This payment status type is applicable for payments of requests within the Approved request disposition that are not being paid when originally scheduled. These payments are included in the scheduled totals for the request in the Grant Commitments Schedule report.
If a payment is set to a status within the Hold type, it must be set to a status within the Scheduled type before it can be set as paid. In other words, the hold is shown to be resolved before a payment can be set as paid.
No statuses with this type are added in your site by default.
Scheduled
This payment status type is applicable for payments of requests within the Approved request disposition that have not yet been paid, and have no requirements that must be fulfilled prior to being paid. These payments are included in the scheduled totals for the request in the Grant Commitments Schedule report.
By default, this status type includes the following payment status:
- Scheduled
Completed
This payment status type is applicable for payments of requests within the Approved request disposition.
It is recommended that you discuss with your Implementation Specialist or Client Success Manager before adding a status without a system status tied to it within the Completed type.
By default, this status type includes the following payment statuses:
- Paid
- Void
- Refund
- Canceled
System Statuses
System statuses have logic associated with them in the site, enabling payment processes and automation to work. There are several system statuses that must each be tied to a payment status. Each system status can only be tied to one payment status, as the system needs to know which status to reference for the automated actions.
For example, the system status of Paid is tied to the payment status named “Paid” by default. Even if the name of the payment status is changed, the system knows which automated actions to trigger when a payment is set to that status.
Only payments with a status tied to the system status of Paid are included in the paid totals in the Grant Commitments Schedule and Payments Year to Date reports.
Contact your Implementation Specialist or Client Success Manager when configuring system statuses to ensure that the settings will work as intended.
The following system statuses must each be tied to a payment status in order for standard payment operations to function in the site:
- Projected
- Paid
- Void
- Refund
- Canceled