Sponsorship instalments and payments

A sponsorship's "Instalments" tab holds the payment plan: for example, €6,000 in three instalments, in September, January and April. Once the plan is right, you launch the instalments into the finance module's Income, where they stay "Due" until the money comes in. You need the sponsorship module and, to launch, the finance module as well.

Planning the instalments

1. In Sponsors, open the sponsor, open the sponsorship in the "Sponsorships" tab and choose the "Instalments" tab.
2. To split the amount in one go, select "Split into N" and choose the "Number of instalments". The contract's monetary value is divided into equal parts (any leftover cents go to the last one), one per month from the start of the contract. Adjust each line's description, date and amount, then select "Save plan".
3. To add one instalment at a time, select "New instalment", enter the "Description", "Due date", "Amount" and, if you like, "Observations", then select "Save".

The boxes at the top compare the plan with the contract: "Contracted" (the contract's monetary value), "Planned" (the sum of the instalments, with "Matches the contracted amount" or the difference), "Received" and "Overdue".

Launching the instalments into the finance module

1. Check that the sponsorship is "Active" or "Finished" and that it has an "Income category", under "Billing" in "Edit sponsorship". Without a category, or with an inactive one, the launch is refused.
2. Select "Launch instalments". The window lists the instalments still to launch; confirm with the "Launch" button, which shows how many there are.

Each instalment not yet launched becomes a "Due" income entry, with the instalment's description, date and amount, and the sponsorship's category, VAT and payment term. The income entry also carries the sponsorship's team and, if the sponsor is linked to a client in the finance module, that client. In the plan, the instalment becomes "Launched" and the "Income" column shows a "View income" link.

Launching again never duplicates anything: only the instalments without an income entry go in. If you add instalments to the plan later, a new launch creates only the new ones. If two people launch at the same time, the second is asked to refresh the page, and no income entry is duplicated.

After launching

• A launched instalment is locked: it no longer has the edit and delete buttons, and "View instalment" opens it read-only. Changes are made to the income entry, in Income.
• To mark it as received, open the income entry with "View income" and fill in the "Receipt date". The instalment becomes "Received".
• If the payment term passes before the income entry is received, the instalment becomes "Overdue". A received instalment never shows as overdue, even if it was paid late.
• If you delete the income entry in Income, the instalment goes back to "Planned": you can edit it and launch it again.

In the annual budget

Launched income automatically feeds the actuals in the Budget, under the sponsorship's income category and its team. The actuals are on a cash basis: an instalment only counts once its income entry is received, and it counts in the season of the receipt date, not the due date. So the "Outside the season" mark looks at the due date, but what decides the season in the budget is the day the money comes in.