Sub-Grantee Sub-Awards & Partner Liquidations

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Sub-Grantee Sub-Awards & Partner Liquidations within SmartERP.

Manage down-granting to local implementing partners, pre-award financial assessments, tranche disbursements, and expenditure liquidations.

{screenshot:sub-grantee-sub-awards-and-partner-liquidations-overview-dashboard}

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.

{screenshot:sub-grantee-sub-awards-and-partner-liquidations-app-switcher-navigation}

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.

{screenshot:sub-grantee-sub-awards-and-partner-liquidations-record-creation-form}

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:sub-grantee-sub-awards-and-partner-liquidations-transaction-processing-state}

Down-Granting Governance Framework#

International NGOs frequently implement field interventions through local community-based CSOs (sub-grantees). SmartERP manages the sub-award lifecycle to ensure compliance with prime donor mandates.

Pre-Award Assessment & Sub-Grant Agreement#

1. In NGO Grants > Sub-Awards > Partner Assessments, execute the Non-Profit Financial Capacity Assessment (NUPAS).
2. Record partner risk rating: Low, Medium, or High.
3. Create the Sub-Grant Agreement:
   • Define sub-award monetary ceiling and approved budget lines.
   • Establish quarterly tranche release conditions.

Tranche Disbursement & Liquidation Verifications#

1. Disburse initial 90-day operational advance to partner bank account.
2. At quarter-end, the local partner submits their Financial Liquidation Report:
   • Upload scanned vendor receipts, payroll vouchers, and participant attendance sheets.
3. The compliance officer audits submitted receipts:
   • Verified expenses clear the partner advance account and post to project expenses.
   • Once liquidation reaches minimum 75% verification threshold, the system unlocks the subsequent tranche disbursement.

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#