Simplify grant approved email to use total amount instead of per-category

- Add is_internal field to GrantReimbursementCategory to mark categories
  for internal budget tracking only (e.g., Ticket)
- Add total_grantee_reimbursement_amount property to Grant that excludes
  internal categories from the total shown to grantees
- Add has_only_internal_reimbursements property to detect ticket-only grants
- Replace has_approved_travel, has_approved_accommodation, travel_amount
  placeholders with simpler total_amount and ticket_only placeholders
- Update tests to reflect new placeholder structure

This allows showing grantees a single total amount they can use flexibly
for travel and/or accommodation, rather than separate category amounts.

Author: estyxx

backend/grants/admin.py

@@ -421,8 +421,14 @@ def queryset(self, request, queryset):
 
 @admin.register(GrantReimbursementCategory)
 class GrantReimbursementCategoryAdmin(ConferencePermissionMixin, admin.ModelAdmin):
-    list_display = ("__str__", "max_amount", "category", "included_by_default")
-    list_filter = ("conference", "category", "included_by_default")
+    list_display = (
+        "__str__",
+        "max_amount",
+        "category",
+        "included_by_default",
+        "is_internal",
+    )
+    list_filter = ("conference", "category", "included_by_default", "is_internal")
     search_fields = ("category", "name")
 
 

backend/grants/migrations/0032_add_is_internal_to_reimbursement_category.py

@@ -0,0 +1,18 @@
+# Generated by Django 5.2.8 on 2026-01-27 12:27
+
+from django.db import migrations, models
+
+
+class Migration(migrations.Migration):
+
+    dependencies = [
+        ('grants', '0031_grantreimbursement_grants_gran_grant_i_bd545b_idx'),
+    ]
+
+    operations = [
+        migrations.AddField(
+            model_name='grantreimbursementcategory',
+            name='is_internal',
+            field=models.BooleanField(default=False, help_text='Internal categories are for budget tracking only and not shown to grantees (e.g., Ticket cost)'),
+        ),
+    ]

backend/grants/models.py

@@ -45,6 +45,13 @@ class Category(models.TextChoices):
         default=False,
         help_text="Automatically include this category in grants by default",
     )
+    is_internal = models.BooleanField(
+        default=False,
+        help_text=_(
+            "Internal categories are for budget tracking only and "
+            "not shown to grantees (e.g., Ticket cost)"
+        ),
+    )
 
     objects = GrantQuerySet().as_manager()
 
@@ -274,8 +281,30 @@ def has_approved_accommodation(self):
 
     @property
     def total_allocated_amount(self):
+        """Total of all reimbursements (including internal categories like Ticket)."""
         return sum(r.granted_amount for r in self.reimbursements.all())
 
+    @property
+    def total_grantee_reimbursement_amount(self):
+        """
+        Total reimbursement amount shown to grantees.
+        Excludes internal categories (like Ticket) that are for budget tracking only.
+        """
+        return sum(
+            r.granted_amount
+            for r in self.reimbursements.filter(category__is_internal=False)
+        )
+
+    @property
+    def has_only_internal_reimbursements(self):
+        """
+        Returns True if the grant only has internal reimbursements (e.g., ticket only).
+        Used to determine if we should show "ticket only" messaging to grantees.
+        """
+        if not self.reimbursements.exists():
+            return False
+        return not self.reimbursements.filter(category__is_internal=False).exists()
+
     def has_approved(self, type_):
         return self.reimbursements.filter(category__category=type_).exists()
 

backend/grants/tasks.py

@@ -27,33 +27,21 @@ def send_grant_reply_approved_email(*, grant_id, is_reminder):
     grant = Grant.objects.get(id=grant_id)
     reply_url = urljoin(settings.FRONTEND_URL, "/grants/reply/")
 
+    total_amount = grant.total_grantee_reimbursement_amount
+    ticket_only = grant.has_only_internal_reimbursements
+
     variables = {
         "reply_url": reply_url,
         "start_date": f"{grant.conference.start:%-d %B}",
         "end_date": f"{grant.conference.end + timedelta(days=1):%-d %B}",
         "deadline_date_time": f"{grant.applicant_reply_deadline:%-d %B %Y %H:%M %Z}",
         "deadline_date": f"{grant.applicant_reply_deadline:%-d %B %Y}",
         "visa_page_link": urljoin(settings.FRONTEND_URL, "/visa"),
-        "has_approved_travel": grant.has_approved_travel(),
-        "has_approved_accommodation": grant.has_approved_accommodation(),
+        "total_amount": f"{total_amount:.0f}" if total_amount > 0 else None,
+        "ticket_only": ticket_only,
         "is_reminder": is_reminder,
     }
 
-    if grant.has_approved_travel():
-        from grants.models import GrantReimbursementCategory
-
-        travel_reimbursements = grant.reimbursements.filter(
-            category__category=GrantReimbursementCategory.Category.TRAVEL
-        )
-        travel_amount = sum(r.granted_amount for r in travel_reimbursements)
-
-        if not travel_amount or travel_amount == 0:
-            raise ValueError(
-                "Grant travel amount is set to Zero, can't send the email!"
-            )
-
-        variables["travel_amount"] = f"{travel_amount:.0f}"
-
     _new_send_grant_email(
         template_identifier=EmailTemplateIdentifier.grant_approved,
         grant=grant,

backend/grants/tests/factories.py

@@ -75,31 +75,36 @@ class Meta:
         [choice[0] for choice in GrantReimbursementCategory.Category.choices]
     )
     included_by_default = False
+    is_internal = False
 
     class Params:
         ticket = factory.Trait(
             category=GrantReimbursementCategory.Category.TICKET,
             name="Ticket",
             max_amount=Decimal("100"),
             included_by_default=True,
+            is_internal=True,  # Ticket is for internal budget tracking only
         )
         travel = factory.Trait(
             category=GrantReimbursementCategory.Category.TRAVEL,
             name="Travel",
             max_amount=Decimal("500"),
             included_by_default=False,
+            is_internal=False,
         )
         accommodation = factory.Trait(
             category=GrantReimbursementCategory.Category.ACCOMMODATION,
             name="Accommodation",
             max_amount=Decimal("300"),
             included_by_default=False,
+            is_internal=False,
         )
         other = factory.Trait(
             category=GrantReimbursementCategory.Category.OTHER,
             name="Other",
             max_amount=Decimal("200"),
             included_by_default=False,
+            is_internal=False,
         )
 
 

backend/grants/tests/test_tasks.py

@@ -166,8 +166,8 @@ def test_handle_grant_reply_sent_reminder(settings, sent_emails):
     assert sent_email.placeholders["deadline_date"] == "1 February 2023"
     assert sent_email.placeholders["reply_url"] == "https://pycon.it/grants/reply/"
     assert sent_email.placeholders["visa_page_link"] == "https://pycon.it/visa"
-    assert not sent_email.placeholders["has_approved_travel"]
-    assert not sent_email.placeholders["has_approved_accommodation"]
+    assert sent_email.placeholders["ticket_only"]
+    assert sent_email.placeholders["total_amount"] is None
     assert sent_email.placeholders["is_reminder"]
 
 
@@ -240,51 +240,16 @@ def test_handle_grant_approved_ticket_travel_accommodation_reply_sent(
     )
     assert sent_email.placeholders["start_date"] == "2 May"
     assert sent_email.placeholders["end_date"] == "6 May"
-    assert sent_email.placeholders["travel_amount"] == "680"
+    # Total amount is 680 (travel) + 200 (accommodation) = 880, excluding ticket
+    assert sent_email.placeholders["total_amount"] == "880"
     assert sent_email.placeholders["deadline_date_time"] == "1 February 2023 23:59 UTC"
     assert sent_email.placeholders["deadline_date"] == "1 February 2023"
     assert sent_email.placeholders["reply_url"] == "https://pycon.it/grants/reply/"
     assert sent_email.placeholders["visa_page_link"] == "https://pycon.it/visa"
-    assert sent_email.placeholders["has_approved_travel"]
-    assert sent_email.placeholders["has_approved_accommodation"]
+    assert not sent_email.placeholders["ticket_only"]
     assert not sent_email.placeholders["is_reminder"]
 
 
-def test_handle_grant_approved_ticket_travel_accommodation_fails_with_no_amount(
-    settings,
-):
-    settings.FRONTEND_URL = "https://pycon.it"
-
-    conference = ConferenceFactory(
-        start=datetime(2023, 5, 2, tzinfo=timezone.utc),
-        end=datetime(2023, 5, 5, tzinfo=timezone.utc),
-    )
-    user = UserFactory(
-        full_name="Marco Acierno",
-        email="marco@placeholder.it",
-        name="Marco",
-        username="marco",
-    )
-
-    grant = GrantFactory(
-        conference=conference,
-        applicant_reply_deadline=datetime(2023, 2, 1, 23, 59, tzinfo=timezone.utc),
-        user=user,
-    )
-    GrantReimbursementFactory(
-        grant=grant,
-        category__conference=conference,
-        category__travel=True,
-        category__max_amount=Decimal("680"),
-        granted_amount=Decimal("0"),
-    )
-
-    with pytest.raises(
-        ValueError, match="Grant travel amount is set to Zero, can't send the email!"
-    ):
-        send_grant_reply_approved_email(grant_id=grant.id, is_reminder=False)
-
-
 def test_handle_grant_approved_ticket_only_reply_sent(settings, sent_emails):
     from notifications.models import EmailTemplateIdentifier
     from notifications.tests.factories import EmailTemplateFactory
@@ -344,8 +309,8 @@ def test_handle_grant_approved_ticket_only_reply_sent(settings, sent_emails):
     assert sent_email.placeholders["deadline_date"] == "1 February 2023"
     assert sent_email.placeholders["reply_url"] == "https://pycon.it/grants/reply/"
     assert sent_email.placeholders["visa_page_link"] == "https://pycon.it/visa"
-    assert not sent_email.placeholders["has_approved_travel"]
-    assert not sent_email.placeholders["has_approved_accommodation"]
+    assert sent_email.placeholders["ticket_only"]
+    assert sent_email.placeholders["total_amount"] is None
     assert not sent_email.placeholders["is_reminder"]
 
 
@@ -415,9 +380,9 @@ def test_handle_grant_approved_travel_reply_sent(settings, sent_emails):
     assert sent_email.placeholders["deadline_date"] == "1 February 2023"
     assert sent_email.placeholders["reply_url"] == "https://pycon.it/grants/reply/"
     assert sent_email.placeholders["visa_page_link"] == "https://pycon.it/visa"
-    assert sent_email.placeholders["has_approved_travel"]
-    assert not sent_email.placeholders["has_approved_accommodation"]
-    assert sent_email.placeholders["travel_amount"] == "400"
+    # Total amount is 400 (travel only), excluding ticket
+    assert sent_email.placeholders["total_amount"] == "400"
+    assert not sent_email.placeholders["ticket_only"]
     assert not sent_email.placeholders["is_reminder"]
 
 

backend/notifications/models.py

@@ -119,9 +119,8 @@ class EmailTemplate(TimeStampedModel):
             "deadline_date_time",
             "deadline_date",
             "visa_page_link",
-            "has_approved_travel",
-            "has_approved_accommodation",
-            "travel_amount",
+            "total_amount",
+            "ticket_only",
             "is_reminder",
         ],
         EmailTemplateIdentifier.grant_rejected: [