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Configure Payment Allocation Mapping

Updated

Payment allocation mapping controls how SmartSimple designates funds and executes payments against specific budgets. Administrators can create multiple Level 3 allocation and disbursement records in bulk and associate them with Level 2 budget items while conducting various validations.

Who: Payment allocation mapping is for Administrators.

When to Use Payment Allocation Mapping

Use payment allocation mapping for:

  • Allocations when no repayment is required. 
  • Allocations when interest does not apply.
  • Disbursements when repayments with interest will be applied.
  • Disbursements when payments need to be regenerated.

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Configure Amortization Schedule Mapping

To create mapping for Amortization schedule mapping:

  1. Click the Menu icon in the upper navigation bar, and then select the UTA/module you would like to set up Amortization schedule mapping for from the drop-down menu.
  2. Click the Configuration Settings gear for the UTA/module.
  3. Click the Level 2 tab, locate the Features and Options section, and then click Amortization Schedule Mapping.
  4. Select a Calculation Type from the drop-down menu. The options are:
    • Monthly Interest
    • Monthly Interest – Straight Line
    • Daily Interest – Goal Seek
    • Let User Specify
  5. In the Activity Mapping section, select an Activity Type from the drop-down menu to associate with the payment/allocations. Map all other field data options as necessary.activity type
     
  6. Click Save.

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Configure Payment Allocation Mapping

To access the mapped Level 2 Activity where you will find the allocation mapping configuration tools:

  1. Click the Menu icon in the upper navigation bar, and then select the UTA/module you would like to set up payment allocation mapping for from the drop-down menu.
  2. Click the Configuration Settings gear for the UTA/module.
  3. Click the Level 2 tab, locate the General Settings section, and then click Types.
  4. Click the edit [pencil] icon for the activity type you selected in the Activity Mapping section.payment activity type
     
  5. Click Payment Allocation Mapping in the left-side menu to edit the following configuration fields:
    • Provider UTA – Map the provider UTA to the budget manager to specify which UTA/module monitors the allocated funds.
    • Default Status – Select the status you want to see applied to the resulting disbursement Level 3 record.
    • Default Type – Select the type you want to see applied to the resulting disbursement Level 3 record.
    • Payment Amount Field – Select numeric field.

    • Budget Calculation – Select Committed Amount Reduction.

      NOTE  Selecting Committed Amount Reduction applies the following formula to the Available Amount: Obligated Allocation − Paid.
    • Subject – Enter the content, including Variables, to appear in the payment header in the Quick Payments screen.
    • Instruction Text – Enter the content to appear in the Quick Payments screen.
    • Role Permissions – Select Roles who should have access to create payment allocations.
    • Exclude Status – Select the status of records to exclude when generating disbursements.
    • Void Status – Select the status of records to void when generating disbursements.
    • Enable Exact Amount Validation – Toggle this on if you want validation to check the sum of scheduled payment amounts and confirm it is neither above nor below the total amount. By default the validation only confirms if the sum of scheduled payment amounts exceeds the total amount.
  6. Click Save.

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Map Fiscal Year Budget Level 1 and Funding Category Level 2

After you save the mapping page, you will see additional sections appear to specify the fields that the system updates when a disbursement record is created. The Level 2 funding category reflects the funding released for disbursements from that fund, while the Level 1 budget displays the total funds released across all funding categories.

The sections include the following:

  • Amount Field Mapping – Specify the Level 1 and Level 2 fields that contain overall amount being given.
  • Available Field Mappings – Specify the Level 1 and Level 2 fields that contain available amounts.
  • Tentative Field Mappings – Specify the Level 1 and Level 2 fields that contain tentative amounts as well as status of Level 3 records to be marked as Tentative when generating disbursements.
  • Committed Field Mappings – Specify the Level 1 and Level 2 fields that contain committed amount remaining as well as status of Level 3 records to be marked as Committed when generating disbursements.
  • Paid Field Mappings – Specify the Level 1 and Level 2 fields that contain paid amount as well as status of Level 3 records to be marked as Paid when generating disbursements.
  • Additional Field Mappings – Specify any additional mappings.

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