Publish disbursements

A disbursement is a collection of data points about an recipient—often related to the original awarding criteria.

Disbursements appear in Stewardship Management after you place Post-Acceptance or Renewal applications into a disbursing category (e.g., Awarded).

Publish disbursements to make them visible in the donor portal or include them in donor reports.

For a list of disbursements ready to be published, go to Stewardship, Dashboard and then select Disbursements to publish.

Note: You can also see disbursements by going to Stewardship, Awards, Disbursements. To identify unpublished disbursements, look for those without a date in the Published column.

To publish multiple disbursements at the same time:

  1. Go to Stewardship, Dashboard and then select Disbursements to publish.

  2. Select one or more disbursements.

  3. Review the Application Updated column. If this column has a value of Yes, the disbursement is outdated. You may want to choose this disbursement and select Act on Selected, Update New Data.

    Note: When you update a disbursement with new data from the grid, the system overwrites any previous edits to all Disbursement fields. To update specific fields, edit the disbursement record.

  4. Review the Encumbered and Disbursed? column.

    • If this column has a value of Yes, then your disbursements are ready to publish

    • If No, then the disbursement was declined or rescinded and should not be published

      Tip: If you don't see the Encumbered and Disbursed? column, make sure it's enabled in Site, Settings, Disbursement Fields and it's one of your visible columns on the grid. For more guidance, see Set up stewardship fields and Work with system grids.

  5. At the bottom of the list, select Act on Selected, Publish.

Tip: To remove disbursements from the donor portal and future donor reports, select Act on Selection, Unpublish.

To publish individual disbursements:

  1. Go to Stewardship, Dashboard and then select Disbursements to publish.

  2. On a specific disbursement, select View.

  3. At the top left of the screen, select Publish.

Tip: To unpublish individual disbursements, go to the specific disbursement record and select Unpublish.

Sometimes, recipients provide disbursements with typos or other errors. Alternatively, you may want to evaluate the new data available on a disbursement and choose which information to update.

  1. Go to Stewardship, Dashboard and then select Disbursements to publish.

  2. On a specific disbursement, select View.

  3. At the top left of the screen, select Edit Disbursement.

  4. Compare published information on the left with pending information on the right. Updated fields—due to changes in a post-acceptance application or manual edits made by administrators—are marked with a triangle (▲).

  5. Edit field information on the right or, if you want to push the new information from the left, click the right-pointing arrow next to each field you want to update.

  6. Select Update Disbursement.

Note: To see all disbursements related to a single donor contact, go to Stewardship, Awards, Award By Contact. For more details, see Awards by contact.