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Greater Pittsburgh Community Food Bank Invoices and Grants

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Secondary Site Pickups/Deliveries

If there are any pickups from secondary sites (i.e. From sources other than GPCFB distribution center) but are going to be paid by food bank, the invoice must be sent to food bank for payment to the vendor. The delivery/pickup slip must be

  1. Obtained at the time of receiving the goods,
  2. Signed and dated by a ToL representative as verification that the goods were received as described
  3. Scanned/photographed
  4. Emailed to deliverypaperwork@pittsburghfoodbank.org as soon as possible

If these steps are not followed, ToL may become responsible to payment. Please note: the physical copy of the delivery slip needs to be retained for USDA requirements related to recordkeeping (if ANY of the goods are related to food programming), even though it is not required by the food bank.

We have historically been awarded food grants from the Greater Pittsburgh Community Food Bank (GPCFB), such as the Buncher Grant. These grant monies do not pass through Tree of Life, but remain as a credit in the GPCFB system. However, when we utilize this funding, we still need to track the grant income and food expense in our Aplos reports in order to truly reflect our costs.

This should be reconciled as invoices arrive, no less than once per month.

For Brookline Sprouts: Brookline Sprouts-CN-On-Site

Step 1: Go to the USDA/Food Grants tab

Step 2: Scroll over to columns N through X

Step 3: In a separate window, open Greater Pittsburgh Community Food Bank Partner Log In - click on Order Food

Step 4: Click "New Order & Program History" on the top of the page

Step 5: Click on "View Program History"

Step 6: Click on "Invoices" on the left hand side

Step 7: Click on the Invoice you want to review

Step 8: Click on "Print" in the upper right hand corner

Step 9: Scroll to the bottom of the invoice for "Grants Applied"

Step 10: Enter the invoice number, grant amount and order date into the USDA/Food Grants sheet in columns N-P.

When you have reviewed all the invoices from the last reviewed, to the most current, you will need to update the "last reviewed" italicized note on the USDA/Food Grant sheet. PLEASE NOTE: You update it based on the most recent invoice you reviewed, NOT the most recent invoice that had an applied grant.

To pay invoices:

After Step 9 from above under the "Grants Applied" look for a Blue box that says "Click to Pay Now ACH"

Click on that box and follow the instructions to pay the invoice.

You should never pay an invoice without first recording the grants applied amount.

For Brookline Christian Food Pantry

Column V is the Food Pantry account

Since the Food Pantry system update, I am no longer able to view this information

For School Pantry

Tree of Life Open Bible Church - Brookline -CN-School Pantry

Grants should be recorded in columns R - T

Once you have completed this, you will need to credit Aplos for those grant amounts.

To pay invoices:

Invoices are to be forwarded to Amy (ajones5@pghschools.org) at Brookline Elementary to be paid by the school.

You should never send an invoice to be paid an invoice without first recording the grants applied amount.

Accounting for the Grant in Aplos


Go to Aplos

Transactions

Registers

Account Register: 1000- FNB Checking Account


For Sprouts

  • Add Deposit/Payment
  • Date: [Order date ]
  • Payee: Greater Pittsburgh Community Food Bank
  • Comment: Grant from GPCFB
  • Deposit: $0
  • Account: 4200 - Grant | Fund: USDA Feeding Programs Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant] | Department: 100.1 - CACFP & At Risk
    • *NOTE: The Applied Grant is enter as a NEGATIVE
  • Click "Split"
  • Click "+ Add Another Row"
  • Account: 5104 Food | Fund: USDA Feeding Programs | Comment: Grant from GPCFB | Amount: [Applied Grant] | Department: 100.1 - CACFP & At Risk
  • Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet


For School Pantry

  • Add Deposit/Payment
  • Date: [Order date ]
  • Payee: Greater Pittsburgh Community Food Bank
  • Comment: Grant from GPCFB
  • Deposit: $0
  • Account: 4200 - Grant | Fund: USDA Feeding Programs Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant] | Department: 100.1 - School Pantry
    • *NOTE: The Applied Grant is enter as a NEGATIVE
  • Click "Split"
  • Click "+ Add Another Row"
  • Account: 5104 Food | Fund: USDA Feeding Programs | Comment: Grant from GPCFB | Amount: [Applied Grant] | Department: 100.1 - School Pantry
  • Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet


For Food Pantry

  • Add Deposit/Payment
  • Date: [Order date ]
  • Payee: Greater Pittsburgh Community Food Bank
  • Comment: Grant from GPCFB
  • Deposit: $0
  • Account: 4200 - Grant | Fund: Food Pantry Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant]
    • *NOTE: The Applied Grant is enter as a NEGATIVE
  • Click "Split"
  • Click "+ Add Another Row"
  • Account: 5007.1 - Food Pantry Food | Fund: Food Pantry | Comment: Grant from GPCFB | Amount: [Applied Grant]
  • Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet

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