Field Fleet & Donor Asset Disposition Compliance

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Field Fleet & Donor Asset Disposition Compliance within SmartERP.

Track field 4x4 vehicles, logbook trip authorizations, fuel consumption audits, and donor asset disposition at project closeout.

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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.

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Humanitarian Fleet Operations & Trip Logging#

Humanitarian field operations rely heavily on 4x4 vehicles traveling rough terrain. SmartERP connects vehicle tracking to project budgets:

1. Trip Requests: Staff submit electronic trip requests specifying destination Woreda, purpose, and charging project grant.
2. Electronic Logbook: Drivers record starting/ending odometer readings, GPS waypoints, and passenger signatures on mobile tablets.
3. Fuel Audit: Fuel voucher purchases reconcile against odometer kilometers: $$\text{Fuel Efficiency (km/L)} = \frac{\text{Kilometers Traveled}}{\text{Liters Consumed}}$$ Abnormal variances trigger vehicle maintenance alerts or fuel siphoning investigations.

Donor Asset Tagging & Closeout Disposition#

Under donor grant covenants, equipment purchased with grant funds (laptops, generators, water pumps, vehicles) remains restricted property:

• Every asset receives an indelible barcode tag indicating: Donor Name, Project Code, Asset Serial No.
• Project Closeout Disposition:
  • Upon project completion, the system compiles the Final Property Inventory Schedule.
  • Renders formal disposition proposals for donor sign-off: transfer to local government health/education offices, donation to local CSOs, or retention for successor programs.

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#