Allocate funds to programs#

Applies to: SP-MIS

What you will do#

Allocate funds to a program so that entitlements can be approved and distributed. Program funds are posted to the program's disbursement journal and must be in place before entitlements can be fully approved.

Before you start#

  • You need Program Manager or Administrator access (the Program Funds menu is restricted to these roles)

  • The program must exist and have a Disbursement Journal configured (set in the program's Configuration or during program creation)

  • You must have at least one Active program to allocate funds to

Why allocate funds?#

Entitlements require allocated funds to be successfully approved. Allocating funds to a program:

  • Reserves budget for the program in the accounting journal

  • Allows cycle approvers to approve entitlements once sufficient funds are posted

  • Keeps a clear record of when and how much was allocated (reference number and date posted)

Allocate funds to a program#

Step 1. Open Program Funds#

  1. Go to Programs in the main menu.

  2. Click Payments in the submenu.

  3. Click Program Funds.

Programs menu with Payments and Program Funds

You will see the list of existing program fund entries (if any). Each entry shows Reference Number, Program, Amount, Date Posted, and State (Draft, Posted, or Cancelled).

Step 2. Create a new fund entry#

  1. Click New.

  2. Fill in the form:

Field

Description

Required

Program

Select the program to allocate funds to (only active programs appear)

Yes

Amount

The budget amount to allocate (uses the program's journal currency)

Yes

Reference Number

Optional. Leave as Draft to auto-generate a reference when you post; or enter your own reference

No

Remarks

Optional notes (e.g., source of funds, grant reference)

No

Date Posted

Defaults to today; used for the posting date when you click Post

Yes

The Disbursement Journal and Currency are read-only and come from the selected program.

Program fund form with Program, Amount, and Post button

  1. Click Save to keep the entry in Draft, or go to Step 3 to post immediately.

Step 3. Post the fund#

  1. With the fund entry in Draft state, click Post in the header.

  2. The system will:

    • Set the State to Posted

    • Set Date Posted to today (if not already set)

    • Generate a Reference Number automatically if you left it as "Draft"

  3. A success message confirms that the fund has been posted.

Success message after posting program fund

Once posted, the fund cannot be edited or deleted; it is part of the program's accounting record.

Fund states#

State

Meaning

Draft

Entry is being prepared; you can edit or delete it. Click Post to post, or Cancel to cancel the entry.

Posted

Fund has been allocated to the program. No further edits; the amount is available for entitlements.

Cancelled

Entry was cancelled from Draft. You can use Reset to Draft to make it editable again, then post or leave as draft.

Are you stuck?#

Program Funds menu not visible?

  • You need Program Manager or Administrator access. Contact your administrator.

No programs in the Program dropdown?

  • Only Active programs appear. Ended programs are excluded. Create or activate a program first.

Program has no Disbursement Journal?

  • The program must have a journal configured (programs created with the wizard usually have this set automatically). A Program Manager or Administrator can set it in Programs > Configuration or in the program's Configuration tab.

Cannot post the fund?

  • Ensure the entry is in Draft state. Only draft funds can be posted. Cancelled entries must be reset to draft first.

Next steps#