Reviewing and Correcting Grant Allocations

GrantLink's allocation status and your organization's review control are not the same thing. Manual, automatic, rule-based, and split allocations are normally created as Approved and immediately count in grant reporting. GrantLink does not currently provide a staff-submit/manager-approve queue, batch approval action, or enforced allocation-specific separation of duties.

If your policy requires secondary approval, perform that sign-off outside GrantLink and use the source details, allocation lifecycle, and activity log as evidence.

What the Statuses Mean

Status	Current meaning
Pending	Supported by the backend lifecycle, but not the normal result of current Ledger allocation workflows
Approved	Active for GrantLink reporting; not proof of manager sign-off or QuickBooks posting
Posted	A legacy posting lifecycle state associated with QuickBooks journal-entry handling
Rejected	Inactive; can also be set after a journal-entry posting failure
Reversed	No longer effective; history is retained where the lifecycle uses reversal

Do not interpret Approved as “reviewed by a second person.” Also do not interpret it as “posted to QuickBooks.” Current allocation writers do not successfully update QuickBooks transaction tags or create allocation journal entries.

Find Work to Review

1. Open Todos and select Review in ledger when the allocation task appears.
2. In Ledger, review Unallocated, Allocated, and Split separately.
3. Use the date, vendor, amount, transaction type, dimension, location, and budget-status filters to define the review population.
4. Open a row and compare the effective GrantLink targets with the exact QuickBooks source line.
5. Open the grant's Allocations tab to review spending in grant context.

Todos aggregates exceptions; it is not an item-by-item approval queue. The Ledger projection can be building or failed, so confirm it is current before concluding that the population is complete.

Review One Allocation

Verify:

• The QuickBooks transaction and selected line are the intended operating expense.
• The grant was eligible on the transaction date.
• The amount or percentage agrees with supporting documentation.
• A split plus any intentional outside-reporting remainder reconciles exactly to the source.
• The budget line belongs to the grant, or Uncategorized is intentional.
• The memo and business rationale are sufficient for a reviewer without containing unnecessary sensitive data.
• QuickBooks has not changed since the reporting decision. Source drift is an exception to investigate, not an automatic reapproval.

Allocation details show the current effective targets and paged lifecycle history, including method, status, actor, timestamps, notes, and available QuickBooks references. Organization activity is available under Settings > Activity & audit log. Notes or reasons exist only when supplied or required; not every historical event is guaranteed to contain one.

Correct the Grant, Amount, or Split

For a GrantLink reporting split:

1. In Ledger > Split, open the row actions.
2. Select Edit reporting split.
3. Replace the grants, amounts or percentages, and optional budget lines.
4. Enter the required business rationale for replacing the prior treatment.
5. Confirm the assigned amount plus any outside-reporting remainder equals the source, then save.

GrantLink supersedes the prior reporting treatment and preserves lifecycle history. It does not rewrite the QuickBooks source.

For an ordinary one-grant assignment that should point elsewhere, remove the active allocation with a reason and create the correct assignment. Do not add a second overlapping allocation to “offset” the first.

Correct Only the Budget Line

1. Open the allocation from Ledger or the grant's Allocations tab.
2. Choose a budget line belonging to that grant.
3. Save, or clear the field to return the allocation to Uncategorized.

A bulk budget-line action is available for eligible selected rows, but only rows with one grant assignment can resolve one unambiguous grant budget. Review the result count.

Remove an Allocation

1. In Ledger, open the row's Remove or Remove all action.
2. Enter a reason when prompted.
3. Reopen the row and verify its resulting state.

Multiple removals run one at a time. If one fails, earlier successful removals are not rolled back. A posted allocation or one with an active journal entry cannot be directly deleted; an actual QuickBooks entry must be handled through the accounting correction process. Local reporting treatments and Project-based allocations are reversed without changing QuickBooks.

Document External Approval

When secondary sign-off is required, retain a control record outside GrantLink that identifies:

• Reviewer and review date
• Population and period reviewed
• Exceptions found and their resolution
• Evidence used, such as invoices or allocation worksheets
• GrantLink allocation or transaction references

Do not use an allocation memo as a substitute for an access-controlled approval record unless your policy expressly allows it.

Close the Review

1. Reconcile effective GrantLink allocations to the QuickBooks source population.
2. Resolve unallocated, mixed-line, out-of-period, duplicate, and source-drift exceptions.
3. Review Uncategorized spending.
4. Confirm all partial bulk failures were retried or documented.
5. Export or retain the allocation and activity evidence required by your policy.

See Allocating Transactions to Grants for source eligibility and bulk behavior.