You may follow these steps for internal transfers as well.
There are several factors to consider in order to apply a scholarship payment:
It is best to take these factors into consideration while setting up your Event and before taking registrations:
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Will the scholarship be paid from a church budget or is there a cash payment from a 3rd party to apply?
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Is either the scholarship amount or the amount paid by the individual sufficient to cover the minimum required by the Add a Payment tool?
Apply a cash/check 3rd party scholarship payment designated to a specific person with the Add a Payment Tool when:
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It covers the entire event cost.
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It is a partial payment for the event, but covers all of the Product Option cost.
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It is a partial payment for the event and does not cover all Product Option costs, but will be added AFTER you have already put the Payment from the Event Participant in through the Add A Payment Tool and that payment was enough to cover Product Option costs.
Use a fake record "Scholarship" contact and the "Internal/Scholarship" Payment Type to process a scholarship from budget through Add a Payment Tool when:
It covers the entire event cost:
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It is a partial payment for the event, but covers all Product Option cost.
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It is a partial payment for the event and does not cover all Product Option costs, but will be added AFTER you have already put the payment from the event participant in through add a payment and that payment was enough to cover Product Option costs.
Consider the following if you want scholarship recipients to be able to register with the Portal.
Will the person who needs a scholarship be able to register themselves with the Portal? The answer to this question is "no" if you expect other people to pay the full amount on the Portal.
There is a way to enable this if you are willing to accept only a partial payment (a deposit) from any other registrants. Add a deposit price for your event and then collect balance due from everyone. The person who needs a scholarship can indicate this on your custom form or on a product option. Remember, the portal requires even the person who wants a scholarship to pay the deposit + product option prices when they register. This means you would need to make the scholarship amount no more than the difference between the base price and the deposit.
Given the above complexity, you may not wish to complicate your Product or follow-up with general event registrants to get a balance due. In those cases make a note in the event description about how someone can apply for a scholarship and handle that process with a Custom Form, via email or offline.
Accounting for Scholarships:
- You may choose to manually update your General Ledger with the scholarship amounts, and then mark the scholarship Payments as "Processed" = True in the Platform.
- Or, you may choose to export the scholarship Payments from the Platform using the same steps for processing your regular Payments, and then if needed, adjust the General Ledger entries as appropriate (e.g. assigning it to a different fund, updating the bank account total, etc.).
