Confirmed funds

Finance Officer records each pledge or receipt as a fund event linked to a funding case record. event type distinguishes Pledge from Receipt, while amount in USD, occurrence date and Restriction describe the event. A confirmed receipt carries provider receipt. Staff can inspect the event sequence without treating a pledge as cash available for a restricted allocation.

• Working record. Operation receipts track the operation key, expected revision and result of a funds action. When an external response needs investigation, Finance Officer can inspect its external reference, effect references and failure reason. The Operations Overview also brings confirmed receipts and failed operations to attention across authorized records.
• Decision point. The responsible reviewer checks the linked case, current status and supporting records before recording a decision or allowing the next step.
• Evidence. Keep the source reference, reason or attachment beside the case so another team member can retrace the result.

Agree the provider receipt format, who confirms money, and how refunds are linked to earlier activity. Define how Finance Officer resolves a pending or review-needed operation before another attempt. Reconcile the first real confirmed receipt with its provider record.

A donor promises funds for the youth outreach case. Finance Officer records a pledge event. When a provider confirms payment, Finance Officer records a separate receipt event with the provider receipt reference. The reviewer compares the receipt amount and restriction with the proposed allocation. If a recording attempt fails, Finance Officer opens the failed operation, checks its stable key and investigates the outcome before trying again.

Open the same case from the next role’s view. Check that the organization and program still match, that the amount and restriction are understood, and that the next person can find the relevant decision or receipt. If a detail changes, keep the earlier source revision and decision history readable before acting on the revised case.

Fund events can also distinguish allocation, disbursement and refund activity by event type. Each event belongs to a funding case, which lets Finance Officer examine the sequence rather than treating one amount as the whole history. Keep the occurrence date and provider receipt in the event that represents confirmed money. If the restriction changes between pledge and receipt, the reviewer should compare both entries with the case restriction before use. An operation marked Completed is still worth matching to its effect references during reconciliation.

• Confirmed Receipts — Compare provider references, amounts and restrictions by case.
• Failed Operations — Investigate the original key and failure reason before retrying.

Start with funding case intake, then follow review and award and restricted use. The data model shows how the records connect.