Funds & Grants

Open in Nocthink

Module: Project · URL: /project/funds · Responsible role: Project Manager (with F.A.T. Manager for the financial side) · Also used by: Owner/Director (full), F.A.T. Manager (full), Finance Manager (write), Finance Staff and Accounting Staff (read). Hidden from Staff without these roles.

Screenshot: Sarah Hall (Finance Manager), Nocthink Demo Institute demo data. Finance authority sees every fund; a Project Manager sees only the funds of projects whose team they are on (see Access & permissions).

Why I use this page

As Project Manager I record every source of money behind my projects here: grants, sponsorships, donations and co-funding. I track each one from Proposed through Pledged and Received to Allocated and Closed. I add a fund as soon as a proposal goes out, update its status when the donor confirms or pays, and open it to manage tranches, allocations, expenditure and donor reports. Finance uses the same records for budgeting and reporting.

What's on the screen

Header — Funds & grants, with "Grants, sponsorships, donations and co-funding across your projects. Open a fund to manage its tranches, allocations and reports." The + button (Add fund) is on the right.
Toolbar — a Type filter (Grant, Sponsorship, Donation, Co-funding, Other), a Status filter, a view/sort toggle and Search source....
Table:
- Source — the donor logo, the donor/grantor name with its abbreviation, and the fund code (for example GR-RYJ4KW5);
- Project ("—" if not linked yet);
- Amount — in the fund currency (for example "€20,000.00" or "IDR 1,500,000,000.00"); a foreign-currency fund also shows its value in the organization's base currency underneath ("≈ $21,661.54"). Every currency uses the same number format. A Manual rate hint shows when a manual FX rate is used;
- Type;
- Status — a neutral pill (for example Proposed, Partially received, Closed); only Rejected is tinted;
- a ⋯ menu.
An empty list shows No results.

How I …

Record a new funding source

Click +. The Add Funding Source dialog opens (see Add Funding Source below).
Project (optional) — pick the project, or leave "No project — link after securing" while it is still a proposal.
Source (donor / grantor) — required. Pick or type the donor.
Requested amount (required, must be positive) and Currency (required; must match the project's fund currency if one is set).
Set Type (Grant, Sponsorship, Donation, Co-funding, Other) and Status (Proposed, Pledged, Partially Received, Received, Allocated, Closed, Rejected).
Optionally add an Agreement Date and Notes, then save. The fund is logged on the project's activity.

Move a fund through its life cycle

Open ⋯ → Edit fund (or open the fund itself).
Change Status, for example Proposed → Pledged when the award letter arrives, then Received when the money lands, then Allocated once it is budgeted.
Adjust Amount, Currency, Project or Agreement Date if the award differs from the request, then save.

Manage tranches, allocations and reports

Click the fund to open its page (see Fund detail below).
Use the tabs Overview, Documents, Expenditure Management and Notes (see Fund documents, Fund expenditure management and Fund notes below). Tranches, allocation changes, expenditure and reports/deliverables are handled there.

Export for the donor or Finance

Open ⋯ → Download allocation for the allocation sheet.
Open ⋯ → Download expense report for spending against the fund. This is disabled when the fund has no project.

Freeze a fund

Open ⋯ → Freeze fund to stop any further changes, for example during a donor audit.
While frozen, Edit fund is disabled, and allocation change proposals are refused ("Fund is frozen. Unfreeze it before…").
Use ⋯ → Unfreeze fund to reopen it. Both actions are logged on the project.