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Conduct — Activity to Completion Report
in use #9 · ERPGrants and reimbursements · board authorisation · ATR · expenses · annual report
Why it exists: Work an organisation carries out has to end in a report, and the report has to be built from the record rather than remembered a year later. Conduct runs two tracks through one register. A grant to somebody outside the organisation is applied for, put to the board, authorised against a named financial instrument, worked, and closed only by an Action Taken Report carrying at least three photographs. The organisation's own recurring spending — a school's month, a shop's month — has no applicant and files no ATR; an operator opens the month and records vouchers against it. Both tracks end at the same place: every expense is categorised under a Vitta account head and posted to the books, and what has not been posted stays visible as a queue.
Sub-modules
live
Grant Applications
Beneficiary, address, purpose, photograph — taken at the counter by an operator; numbered GR-YYYY-nnn
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Admin Review
Assign a submitted application to the board, or decline it with a reason the applicant is owed
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Board Authorisation
Amount, instrument type and number, approving trustee by name — board members do not log in; authorising opens the activity
live
Activities & ATR
Description plus a three-photograph minimum before a grant activity can close; numbered AC-YYYY-nnn
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Operational Expense Months
Schools, businesses and departments — recurring spending with no grantee and no ATR, started by an operator
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Expenses
Serial, instrument code, amount, evidence — against either track; numbered EX-YYYY-nnn
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Vitta Categorisation
Each expense debits a Vitta expense head and credits the account that paid it; unposted entries queue on the dashboard
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Activity Pages
Application, authorisation, ATR, expenses and the authorised-versus-spent variance, compiled on one page
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Annual Report
Brief or detailed by year, both tracks reported separately, print to PDF
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Reimbursements
Paying a person back for a school fee, hospital bill or course fee they have already met — recipient institution, month of the expense, amount claimed
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Original Receipt Rule
A reimbursement closes on two proofs: the ATR photographs, and the institution’s own receipt. Kept apart by check constraint so one can never be counted as the other
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Prior Approval
That approval was sought before the money was spent — oral with the name who gave it, or email with date, sender and recipient
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Website Embed
One script tag drops an application card onto the organisation’s own site; the form opens first-party and reports the reference number back to an allow-listed origin
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Private Evidence Store
Photographs held privately with a SHA-256 per file, served only to signed-in staff of the tenant