Utilize the Sage Intacct Eligibility Quiz and Webform to personalize your LOI process.
- Short summary with Contact email.
- Form workflow for approval and invitation to “Applicant Portal”
- Database of All Potential Applicants
- Register for future funding and get on our Prospect Mailing List.
- Modify the Eligibility quiz form to make it your own. Add, remove, and rename questions in the form designer.
- Create website presence for the Eligibility Quiz with public URL link.
- Modify or create a new portal experience for applicants.
- Modify or create your Application form.
- Set Compliance and validation touch points.
- Create review workflows.
- Create Docket Insight reports for team members.
Step 1: Eligibility Quiz
Use the eligibility web from to qualify applicants.
- Short summary with contact email
- Form workflow for approval and application into the Applicant Portal
- Automatically build a database of all potential applicants. This can be used as register for future funding and addition to prospect mailing list
Action:
- Modify the eligibility quiz form. See Form Designer for more help!
- Create website presence for the eligibility quiz with link to public URL. See Public Forms for more help!
Step 2: Invitation to Applicant Portal
- Applicant fills out registration and application form via portal experience
- Applicant has quick link to previously submitted application for self service
Action:
- Modify or create a new portal experience for applicants. See Portals for more help!
- Modify or create your Application form. See Form Designer for more help!
- Set compliance and validation touch points
- Create review workflows. See Workflow for more help!
- Create docket Insight reports for team members. See Insights for more help!
Step 3: Application Review and Compliance Verification
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- Customize company workflows to support policy
- Setup Validations via BytePlant Integration for Email, Phone, and Address
- Create compliance checks with Compliancely Integration
- Withdrawn or unapproved applicants sent denial email with custom text snippets
- Approved applications create docket for decision making committee ***Docket Applications are insight views shared with committee members that is filtering applications that are submitted, not completed, and “Docket Review” workflow stages
- As committee approves the application goes to grant manager for final review. Once approved, applicant is created as a “vendor” in Intacct.
Optional “Recommendation Form” can be created as a formalized dollar amount to go into Intacct as purchasing transaction. Recommendation form would be separate from the Application that is approved via a second workflow. (Order of operations requirement of application approved to create vendor prior to Recommendation Form Completion.)
Action:
- Integrate Compliancely and BytePlant to create verified vendors in Sage.
- Load up your denial and congratulations email templates via Snippet Library. See Snippets for more help!
- Build workflows to gather approvals and funding decisions for the applications. See Workflow for more help!
- Configure which vendor data points you wish to send to Intacct upon approval
- Create Insight views of Dockets for greater visibility of applications
Step 4: Commitment Creation in Intacct
- Grant Manager Now has a new “Recipient Vendor” in Intacct.
- Create an “Award Commitment Requisition” and route for additional internal approval. Once approved, Purchasing Transaction is Updated in Intacct -OR-
- Create a “Commitment/PO” transaction manually in Inta
Action:
- Modify Award Recommendation Form or Award Acknowledgement form in the form list to meet the requirements of the company.
- Setup Workflows for this recommendation form.
- If commitment is setup manually, modify “grant acknowledgement form” to be signed by the recipient via the portal. Payable transaction can go to Intacct upon approval of draw amount.
Step 5: Award Acknowledgement and Onboarding
- With Vendor/Recipient Created and commitment created, Grant manager will need to have Recipient sign Award letter, as well as some basic vendor setup.
- The Manager change the recipient's portal role from “Applicant” to “Recipient”.
- Recipient will fill out the vendor information update form to update ACH Information and make any modifications to their existing contact information from the original application. This form will update records in the Intacct vendor record.
- Grant manager will send via Portal form the Award letter sourced from multiple letter templates stored in snippets. There are three versions of this workflow.
- Award Letter Acknowledgement only is when the goal of the form is simply to gather signature of acceptance of the full amount.
- Award Letter Payable is when the letter can also serve as the payable in Intacct. This can update purchasing definitions and call conversion rules for Grant Award Invoices.
- Award Letter Payable can also go straight to AP Bill without going through purchasing.
Actions:
- Create or modify the Grant Recipient portal with welcome and instruction text, forms, and data visualizations.
- Configure Interim report to meet data collection and internal review requirements during due diligence.
- Decide on which version of workflow is best suited for your company for creating payable transaction in Intacct.
Step 6: Recipient Interim Reporting
- As part of recipient portal experience, the recipient will be able to fill out interim reporting form and see access to previous report history.
2. Approval process will include due diligence and “hidden” questions for internal use.
3. System creates Channel for centralized view of all activity regarding recipient.
Action:
- Modify or create your Interim report.
- Use question security to hide certain aspects from the recipient.
- Create workflows to support due diligence.
- Create additional forms for internal review that will populate the recipients channel.
Step 7: Award Draw Requests
When an award is to be drawn down in installments, We use an Award Draw Request form for internal workflows and approvals and payable is created in Intacct. **Although not encouraged, The recipient’s interim report or a stand alone Award Draw Request could serve as an application workflow for creating a payable.
Action:
- Decide what workflow best suites your company for drawing down against an award.
- Use Form designer to embed the draw request in interim reports, stand alone draw request forms for internal use, or even a portal experience initiated by a Recipient.