Funding activity

funding events separates a funding movement from the case status. A case may be Awarded before a receipt is recorded, and a receipt may precede a disbursement. Each event has a type, occurrence date, amount, revision and parent case. A provider receipt can connect the event to an external record. Restrictions can be kept on the event and on the case so finance staff can read the terms alongside the amount. This history supports a practical conversation about what has been promised and what has actually happened.

• Event type. Choose Pledge, Receipt, Allocation, Disbursement or Refund for the activity recorded against the case.
• Evidence. Keep the provider receipt and restriction with the event where they apply, and retain attachments on the parent case.
• Reconciliation. Compare the event history with the case award and the organization’s external payment records during a scheduled review.

Agree what constitutes a confirmed receipt for your organization and which source supplies the provider receipt reference. Decide whether allocations and disbursements need a separate approval outside the case review. Define how finance staff will correct a mistaken amount or date while preserving the earlier event and its revision. The case tracks grant decisions; a banking or payment system remains the source for settlement and transfer confirmation.

Start with an awarded case for a program. Have Finance Officer record a pledge and then a receipt using the dates and amounts from the real funding documents. Check that both events point to the same case and that the receipt has a provider reference. Next record an allocation or disbursement and compare the sequence with the award amount. If a refund is needed, record it as a separate event with its own date instead of altering the original receipt. Use the event history to explain the balance in an operational review.

• Recorded funding events — Pledges, receipts, allocations, disbursements and refunds with their amount and case.
• Awarded funding cases — Awarded and active cases to compare decisions with later funding activity.

Recorded funding events presents the dated activity in one place; Awarded funding cases provides the decision context. Operations Overview brings awarded funding and confirmed receipts together for a summary, while the event records provide the detail behind a number. A finance user should be able to trace a summary back to a case, an event type and an external reference. A program manager can ask why a case is active without conflating its status with cash movement.

Start with intake and submission, continue through review and award, then check funding and closeout. Use exceptions and corrections when an action needs another decision.