Project Fund Control

Project Fund Control is the shared Projects & WBS workflow for controlling restricted or traceable spending. It is not Agriculture-only. Agriculture, grants, SACCO programs, managed plantations, service contracts, and other domains can all use the same project, WBS, funding, obligation, settlement, and reporting model.

Open these shared workspaces:

• Projects & WBS -> Operations -> Project Control
• Projects & WBS -> Operations -> Fund Control
• Payments & Settlement -> Operations -> Payment Batches
• Reporting -> Reports -> Run Reports

What This Shared Flow Owns

Use Project Fund Control when you need to:

• define the project that money belongs to
• break that project into WBS/work packages
• register approved funding authority
• record actual money received
• approve payable obligations before payment
• control cross-funding between projects or funding sources
• reconcile spending against funding, budget, and GL

This flow is the owner for project funding truth. A service module such as Agriculture may contribute source evidence and contextual entry points, but it should not create a second funding engine.

Core Records

Record	Meaning	Why it matters
Project	Top-level funded or cost-tracked scope.	All WBS, funding, obligations, payments, and reports trace here.
WBS / Work Package	The operational breakdown under the project.	Adds block, season, task, cost-bucket, or campaign detail.
Funding Source	Approved agreement, commitment, grant, contract, or authority to spend.	Authorizes spending but does not prove cash has arrived.
Fund Receipt	Actual money received for the project or funding source.	Proves the project has received money through cash, bank, wallet, or another route.
Payment Obligation	Approved payable request created from real source evidence.	Controls what can move into Payments batches.
Cross-Funding Request	Approved temporary use of one project or fund for another.	Opens due-to/due-from exposure that must be settled later.
Cross-Funding Settlement	Document that closes approved cross-funding exposure.	Lets GL and reports close the open exposure cleanly.

Navigation Map

Workspace	What users do there	What it does not replace
Project Control	Create projects, WBS, budgets, owner/funder links, and project metadata.	Payments, reporting runtime, or service source workflows.
Fund Control	Create funding sources, fund receipts, obligations, cross-funding requests, and settlements.	Separate Agriculture, grants, or contract funding ledgers.
Payment Batches	Execute approved obligations and payouts.	Project funding authority or source-document approval.
Reporting	Run fund position, utilization, and cross-funding exposure reports.	A service-owned reporting shell.

End-To-End Shared Flow

1. Create the project.
2. Create WBS/work-package rows where detailed control is needed.
3. Link the owner/funder party.
4. Approve the funding source.
5. Approve the fund receipt when money actually arrives.
6. Approve source evidence from the business domain.
7. Create or generate a payment obligation from that approved evidence.
8. Add the approved obligation into a shared payment batch.
9. Execute the batch and post GL where the workflow requires it.
10. Run the shared reports for fund position, utilization, and cross-funding exposure.

Generic Service Examples

Service context	Typical source evidence	Same shared Project Fund Control result
Agriculture	Field activity, attendance, produce settlement, supplier spend	Funding source, fund receipt, obligation, payment batch, fund report
Grant / NGO	Approved field report, procurement, beneficiary support	Funding source, restricted receipt, obligation, utilization report
SACCO or cooperative program	Vendor spend, member program payout, branch project spend	Funding source, obligation, payout batch, cross-funding where needed
Managed services	Client instruction, approved service cost, contract fee support	Funding source, receipt, obligation, GL and project reporting

Key Controls

Before a line is paid, confirm:

• project is valid and active
• WBS/work package is present where required
• funding source is approved where policy requires it
• fund receipt exists where actual cash availability is required
• source document is approved
• amount does not exceed remaining obligation, funding, or budget
• cross-funding approval exists when another source temporarily finances the spend

The backend should reject duplicate source settlement, over-remaining amounts, and invalid project/fund context.

Funding Source Versus Fund Receipt

These two records must stay separate:

Record	Business meaning
Funding Source	"This money is authorized for the project."
Fund Receipt	"This money has actually arrived and is available, subject to accounting policy."

That distinction matters in Agriculture, grants, donor programs, and any tenant where commitments and actual receipts happen on different dates.

Relationship To Payments

Project Fund Control does not execute money movement itself.

• Projects & WBS owns the funding authority and project context.
• Payments owns execution, provider outcome, retries, reversals, and payout lifecycle.
• Payment batch lines should inherit project, WBS, funding source, source obligation, cost category, and narration from the approved obligation instead of forcing the user to retype them.

For the payment-execution side, see Payment Batches.

Relationship To Reporting

Project Fund Control reports should run from the shared Reporting module.

The core reports are:

• Project Fund Position
• Project Fund Utilization
• Project Cross-Funding Exposure

Expected drilldown behavior:

• drilldowns open in-place dialogs inside the report viewer
• current row context is passed automatically
• the user should not be routed away unexpectedly just to inspect supporting detail

For the reporting runtime side, see Running Reports.

Relationship To Agriculture

Agriculture often uses this shared flow, but does not own it.

Agriculture contributes:

• project-funded operational evidence
• source documents such as activity reports, attendance, settlements, and buyer-sale support records
• contextual navigation and guidance

Projects & WBS still owns:

• funding sources
• fund receipts
• payment obligations
• cross-funding requests
• cross-funding settlements
• fund-control reports

Common Mistakes

Mistake	Better practice
Treating a funding source as proof cash has arrived.	Use a separate fund receipt to prove money was received.
Paying directly from source evidence without an obligation.	Create or generate an approved payment obligation first.
Re-entering project and funding context manually in Payments.	Inherit it from the approved obligation.
Managing fund reports inside a service module.	Run them from the shared Reporting viewer.
Using cross-funding without settlement closure.	Approve and post a settlement to close due-to/due-from exposure.

Related Guides

• Accounting Overview
• Budget Control
• Payment Batches
• Settlement And Reconciliation
• Reporting Overview
• Running Reports