NGO Grant Data Model & Fund Ledger Architecture

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for NGO Grant Data Model & Fund Ledger Architecture within SmartERP.

Technical specifications of database models, grant agreements, budget line tables, and restricted fund accounting relationships.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_ngo_grants, smarterp_humanitarian, smarterp_fund_accounting
• Security Groups:
  • Grant Officer (Technical ID: smarterp_ngo.group_grant_user)
  • Finance Director (NGO) (Technical ID: smarterp_ngo.group_grant_manager)
  • Field Relief Distribution Officer (Technical ID: smarterp_ngo.group_field_officer)
• Master Data Dependencies: Donor profiles (USAID, EU, UN, FCDO), multi-currency grant agreements, restricted fund accounts, ACSO 80/20 cost allocation categories, and beneficiary rosters.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the NGO & Grants app icon.
4. From the top navigation bar, open NGO & Grants → Grants & Projects → Donor Agreements / Budget Burn / Relief Distributions.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Grant Agreement Reference (Mandatory): Official donor contract number and co-funding arrangement
   • Funding Currency & Budget (Mandatory): Donor currency (USD/EUR) and restricted ETB counterpart account
   • Start & End Dates (Mandatory): Contractual grant operational window and closeout timeline
   • ACSO Cost Ratio Classification (Mandatory): Operational program expenditure vs. administrative overhead allocation
3. Configure optional operational parameters and localized tags as required:
   • Co-Funding Share (Optional): Percentage split across multiple donors or institutional match
   • Target Beneficiary Woreda / Kebele (Optional): Geographic location of humanitarian intervention
   • Relief Item Voucher (Model 20) (Optional): Distribution schedule for emergency food or non-food items (NFI)
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft Agreement → Approved / Funded → Active Implementation → Budget Burn Monitored → Grant Closed).
• Ledger & System Impact: Expenditures debit grant-restricted project accounts and credit vendor payables/cash; foreign currency conversions record realized and unrealized FX variance.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:ngo-grant-data-model-and-fund-ledger-transaction-processing-state}

Relational Entity Architecture#

SmartERP NGO Grants connects donor profiles, grant agreements, WBS activities, budget burn ledgers, and beneficiary registries into an ACID-compliant schema:

[ngo-data-model]

Core Model Specifications#

1. Donor Grant: ngo.grant#

Maintains the institutional grant contract:

• name (Char): Contract title.
• donor_id (Many2one -> res.partner): Institutional donor.
• grant_code (Char, unique, index): Contract number.
• currency_id (Many2one -> res.currency): Base donor currency (USD, EUR).
• total_grant_amount (Monetary), local_currency_amount (Monetary).
• start_date (Date), end_date (Date).
• state (Selection): draft, active, suspended, closed.

2. ACSO Budget Line: ngo.budget.line#

Governs budget burn and statutory tagging:

• grant_id (Many2one -> ngo.grant, ondelete="cascade").
• project_id (Many2one -> project.project).
• acso_category (Selection): program_80, admin_20.
• budget_amount (Monetary), committed_amount (Monetary), spent_amount (Monetary).
• available_balance (Monetary, computed).

3. Beneficiary Master: ngo.beneficiary#

Maintains household relief profiles:

• name (Char), national_id (Char, index).
• woreda_id (Many2one -> res.country.state).
• vulnerability_score (Float).
• aid_type (Selection): in_kind_food, cva_cash, livelihood_grant.

4. Aid Distribution: ngo.distribution#

Tracks physical and cash aid deliveries:

• beneficiary_id (Many2one -> ngo.beneficiary).
• siv_voucher_id (Many2one -> stock.picking): Model 20 SIV.
• cash_transfer_ref (Char): Telebirr transaction ID.
• distribution_date (Datetime).

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • NGO: Calculate ACSO 80/20 cost ratio compliance (smarterp_ngo.ir_cron_acso_ratio): Runs weekly to flag any operational overhead drift above 20% limit
  • Grants: Reconcile foreign currency funding variance (smarterp_ngo.ir_cron_fx_reconcile): Runs monthly to revalue restricted foreign currency bank accounts
• Custom Print Templates & Reports:
  • ACSO Statutory Annual Financial Statement (80/20 Rule)
  • Donor Financial Expenditure Report (Multi-Currency)
  • Beneficiary Relief Distribution Voucher (Model 20 SIV)
  • Time-and-Effort Personnel Timesheet Allocation Summary
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#