16. End-to-end workflow

The happy path for a new donor contract, from zero to first donor report:

Admin Programme Finance Bookkeeper 1 Admin Prepare the template
Stages · Categories · Detail template · Cadence
 GRANT CYCLE TEMPLATES 2 Programme Capture the application
Concept Note → Proposal → Assessment
 APPLICATIONS 3 Programme/Finance Advance + Award
Decision → Contract → creates the Grant
 APPLICATION DETAIL 4 Programme Create the project(s)
Pick organisational unit → Odoo company → analytic code
 GRANT DETAIL 7 Finance Refresh + report
Pull actuals · Pick period · Export to donor
 REPORTING 6 Bookkeeper Post the actuals (Odoo)
Plan 1 (project) · Plan 2 (category) · Plan 3 (detail)
 ODOO · ANALYTIC ITEMS 5 Finance Fill budget + sync
Edit detail rows · Save & sync to Odoo
 GRANT BUDGET CARD

From template setup to donor report — seven steps spread across four roles. The dashed arrow is the serpentine handoff between row 1 and row 2.

Step 1 — Tenant admin: prepare the template

  1. Go to Grant cycle templates.
  2. Click + Add template (or Copy an existing one).
  3. Open the template detail page.
  4. Adjust Stages if needed (chapter 12.2).
  5. Edit Budget categories to match the donor's structure (chapter 12.3).
  6. Optionally fill the Budget detail template (chapter 12.4).
  7. Configure the Reporting cadence (chapter 12.5).
  8. Set Active when ready.

Step 2 — Programme: capture the application

  1. Go to Applications → + New application.
  2. Pick the cycle template, the applicant organisation, organisational unit, and requested amount.
  3. Advance through stages, filling required fields + uploading documents at each transition.

Step 3 — Programme/Finance: award

  1. On the Decision stage, fill the decision (award) + rationale.
  2. Advance to Contract.
  3. Upload the signed contract, fill in contract number, period, amount.
  4. Click Award. The application becomes a Grant.

Step 4 — Programme: create the project(s)

  1. On the Grant detail page, click + Add project.
  2. For each project, pick the organisational unit (which determines the Odoo company), name, and start/end dates.
  3. Click Sync project to Odoo. The Plan 1 analytic account is created in Odoo.

Step 5 — Finance: fill in the budget + sync

  1. If the template has a detail template, rows are pre-seeded. Adjust units × unit value per row.
  2. If not, enter amounts per category directly.
  3. For multi-project grants, set allocations per project so the Difference column is zero.
  4. Click Save & sync to Odoo. Plan 2 (categories) + Plan 3 (detail rows) analytic accounts are created in Odoo; one budget.analytic per project is provisioned with both category-level AND detail-level budget.line rows — so a bookkeeper sees a per-project budget target down to the "1.1.1.a Country Director" line.

Step 6 — Bookkeeper (Odoo): post the actuals

  1. In Odoo, post supplier bills + journal entries as usual.
  2. On each line, pick: Plan 1 (the project), Plan 2 (the category, e.g. HR), and Plan 3 (the detail row, e.g. HR/1.1.1.a Country Director).
  3. The analytic items appear in Accounting → Reporting → Analytic Items with all three plan columns filled.

Step 7 — Finance: refresh + report

  1. Back in togrant.com, open the Grant.
  2. Click Refresh actuals. The Budget vs Actual card updates; detail rows pick up their own actuals from Plan 3.
  3. Open Reporting for this grant.
  4. Pick the period (Cumulative / Year 1 / Mid-term / Final).
  5. Click Export to EU donor template. The XLSX downloads with all numbers filled in.
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