Fund Events

Each fund event is a dated entry on a parent funding case. Pledge, Receipt, Allocation, Disbursement and Refund distinguish intent, cash arrival, internal assignment, payment out and reversal. Amount, restriction and provider receipt reference make the entry useful when finance compares the case history with external records.

A pledge is a commitment, while a receipt records money received. Allocation and disbursement describe later movement, and a refund records a reversal. The event type, date, amount and parent case let finance compare that sequence with the award without overwriting earlier entries.

• Start with the case. Confirm the organization, program and owner before adding linked work.
• Keep the decision visible. Use the reviewer decision and supporting file to explain why work advanced or returned.
• Follow the result. Check the linked operation result when an action needs follow-up.

Finance adds a separate entry for each event and checks its case link before saving. A provider receipt reference belongs on the event when the outside source supplies one. The operations lead can read the sequence alongside the case award and restriction.

Agree which external record supplies the provider receipt reference and who enters each event type. Specify how the team distinguishes an award on the case from a receipt event, and how corrections appear without erasing the original event. Check the case restriction before an allocation or disbursement is entered.

Give Finance Officer responsibility for the day-to-day record and Operations Lead a clear point at which to check it. Decide which source finance uses for the event date and provider reference. Agree how to handle a receipt that is less than a pledge and how to record a refund without deleting the earlier receipt. Review the case restriction before allocation or disbursement.

Use an awarded case with a recorded restriction. Add a pledge, then a receipt with its actual date and provider reference. Compare both amounts with the awarded amount; a difference should be visible rather than silently filled in. Add a disbursement only after the finance officer has checked its purpose against the case restriction.

Have a second finance colleague open the same case and read the pledge and receipt as separate entries. They should identify the provider reference and any difference in amounts before a further disbursement is entered.

• Active Cases — Active cases with the award and restriction visible to finance.
• Awarded Cases — Awarded cases ready for event reconciliation.

Follow the funding case review and receipt review to see where this record changes hands.