# Understand grant awards and their workflows

See how awards, classification reviews, receipts, recognition, and budgets fit together in QixCount.

Canonical: https://demo.qixcount.com/help/nonprofit/grants-overview

Who can do this: Owners, or people with *View grants*

Where: Nonprofit, then Grants

You'll need: An accessible active or trial Nonprofit subscription; approved mappings and an active Operating fund

A grant award records the grantor, agreement, amount, dates, and proposed classification. Saving it posts no cash or income. A separate named review determines which financial workflow QixCount allows. Recognition means recording contribution income; a receivable is an amount the grantor owes.

Under **Nonprofit**, select **Grants**. You need **View grants**, approved mappings, an active Operating fund, and an accessible active or trial Nonprofit subscription. Owners have all business permissions. Other people need the permission for each action, including separate award-management, classification-review, receipt, and recognition permissions.

## Find an award

Search by award or grantor name. Filter by **Status**, **Classification**, or **Fund**. The default list shows active awards. On a phone, select **Filters** to reach these choices.

Select an award name to open its record. **Overview** and **Budget** are separate tabs. The record shows activity, agreement terms, files, and reporting dates.
Money figures come from posted entries tagged to the award, including their effective undos and refunds.

| Figure | What it includes |
| --- | --- |
| **Received** | Cash received through advances, cash recognition, tagged gifts, and the award’s allocated share of invoice payments. |
| **Recognized** | Net posted revenue, including recognition, exchange invoices, and tagged gifts. Collecting an invoice does not add revenue again. |
| **Held as an advance** | The award’s balance in the mapped Refundable Advances account. It is not received less recognized. |

Overview uses its displayed date, including the dates of undos. Other grant summaries show lifetime figures.

## Follow the next step

| Status | What it means on the record |
| --- | --- |
| **Needs review** | Save a classification review before money can post. |
| **Needs dates** | An unfunded, reviewed award needs its period entered. |
| **Budget to redo** | The latest draft no longer matches the period or approved predecessor. |
| **Budget to approve** | The current draft is ready for approval. |
| **Recognized** | Recognized contributions have reached the award amount. |

Only the highest numbered budget version can be the next draft. An old draft does not displace a newer approved budget or send you back to approval. Budgets need no classification review and post no money.

A funded award without complete dates goes to its money step instead of requesting dates or a budget. Once funding posts, the entire award and classification stay locked, even after funding is undone. This includes name, agreement, and reporting dates.

Before funding, changing the grantor or agreement through **Edit award** clears the classification review and reasoning.
Supporting files stay. A new named review is required before posting. Other editable fields keep the review.

## Use the reviewed workflow

| Reviewed choice | Available workflow |
| --- | --- |
| **Exchange** | Create an exchange invoice under the separate invoice permission. |
| **Unconditional contribution** | Recognize cash or a contribution receivable. |
| **Conditional contribution** | Receive a refundable advance, then recognize from selected receipts after reviewing the conditions. |

These are saved workflow choices, not a classification decision made by the screen. A budget prompt does not prevent a separately available money action after classification review.

Start with [Record a grant award](https://demo.qixcount.com/help/nonprofit/create-a-grant), then [review classification](https://demo.qixcount.com/help/nonprofit/review-grant-classification). Continue to [receipts and recognition](https://demo.qixcount.com/help/nonprofit/grant-receipts-and-recognition) or [grant budgets](https://demo.qixcount.com/help/nonprofit/grant-budgets).