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Grants & acquittals

Grants are treasurer/committee territory. ToyHive tracks an awarded grant, the money spent against it, and the toys it bought — so the acquittal (the report proving the money was spent as promised) is mostly already assembled when the deadline comes.

What a grant record holds

• The award — funder, program, amount (stored exactly as entered, with a flag for whether it's GST inclusive or exclusive), the funding period, and the acquittal deadline.
• The acknowledgment block — the wording the funder makes you use, the tags/handles to mention, the obligations ("2 Facebook posts + logo on the website"), and their logo. These feed the acquittal pack and future thank-you posts.
• Status — awarded → active → acquitted → closed. You set it; ToyHive doesn't enforce an order.

Attributing spend — three ways, one total

1. Tag an invoice — down to the line. On the acquittal screen, search your invoices and Tag invoice to claim the whole thing, or expand it and tick just the grant-funded lines. Real orders are mixed — a retailer invoice where only some toys are grant-funded tags only those lines, and you'll see a "3 of 7 lines" badge. Only the tagged lines count toward the grant. Toys prepared from a tagged line inherit the grant and are marked grant-funded automatically — no double entry.
2. Tag a toy. For copies that arrived outside the invoice flow — or to correct an existing copy — set the grant on the toy in the "What the money bought" panel. Re-tagging invoice lines does not rewrite toys you already prepared, so per-toy tagging is how you fix those. Their purchase price is what counts (toys with no price recorded are flagged so you can add it).
3. Add a spend line. Not every grant dollar buys toys. Record dated spends with a category (rent, insurance, training, events…), a description, and a receipt — the washing machine, the shed rent, the first-aid course.

No double-counting: if you enter a spend line and link it to an attributed invoice, that spend line stands in for the whole invoice — its lines are dropped from the total so nothing is counted twice.

The acquittal screen

One screen per grant: awarded / spent / remaining, spend by category, every spend line with its receipt, the attributed invoices, a gallery of the toys the grant bought, and impact stats (loans of grant-funded toys, households reached, concession share, volunteer hours) over the funding period. Export a CSV of the spend lines, or Print pack for a print-friendly acquittal to attach to the funder's report or next year's application.

If attributed spend exceeds the award you'll see an over-allocation warning — it never blocks you; real-world top-ups happen.

Reminders

ToyHive emails the committee 30 days and again 7 days before an acquittal deadline for any grant that isn't yet acquitted or closed, so the deadline never sneaks up. Turn these on or off per library under notification settings ("Grant acquittal deadline approaching").

Who can use it

Access is behind a single Track grants, spend & acquittals permission, granted by default to Owner, Manager and Committee roles — the treasurer/committee crowd. Everything here is attributed and logged.