Funding activity

The fund activity record gives the finance team a dated trail under each funding case. A pledge is an intention; a receipt represents funds confirmed by a provider. Allocation assigns part of a confirmed receipt to the case’s permitted purpose. Disbursement and refund are separate event types, so the team can follow what happened without overwriting an earlier event.

For a $10,000 restricted receipt, an allocation of $6,000 leaves $4,000 available under that same restriction. Another $5,000 allocation must be refused unless there is another eligible confirmed receipt. The restriction on the event matters alongside the amount. Staff should not combine unrelated restricted receipts just because their total appears large enough.

A provider receipt reference and occurrence date give the team evidence for the confirmed amount. When an action writes activity, its operation key and receipt state help distinguish a completed effect from a pending or failed attempt. Finance Operator should inspect the actual event and parent case revision before treating a retry as a new payment. This keeps an import or repeated click from doubling an allocation.

• Prepare. The responsible person records the case or activity with its current scope and evidence before asking for a decision.
• Decide. The assigned reviewer checks the record, authority and revision before changing its outcome.
• Verify. Finance and operations staff compare the saved effect with the source evidence before treating work as complete.

Map the provider’s receipt reference and decide who is allowed to confirm funds. Define the restriction labels and allocation policy in language finance staff can use consistently. Agree how refunds are documented and how an imported receipt is corrected if the provider changes it. Set the reconciliation owner for activity whose operation receipt is pending or failed.

Record a pledge, then import a provider-confirmed receipt for the same case. Allocate part of the receipt and inspect the remaining same-restriction balance. Try an allocation above the unused balance and one with a different restriction; neither should be accepted. Repeat the completed action with the same operation key and confirm no second activity event appears. Compare the case activity with the provider reference before closing the trial.

• Confirmed Receipt Events — Provider-confirmed receipt events with amounts, dates, references and restrictions.
• My Funding Cases — Assigned requests with their due dates and current state.

Read the related process and the implementation plan before the first live cycle.