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Run a distribution cycle

Distribute every fund whose next distribution date has come in one step, see what the cycle would do before you confirm it, and look back at the cycles already run.

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A distribution cycle distributes every fund that is due on a date. Each due fund's tagged share becomes payment lines in one Draft batch, and its contestable share goes into the pool of each grant (funding round) linked to it, split equally between them. Each fund's next distribution date then moves on by its frequency.

This appears only when it is turned on for your organisation. It needs both the Payments and Funds modules, and you need the Can access Payments permission. Labels that name Fund or Grant use your organisation's own terms if you've renamed them.

Go to Plan > Funds and select Run Distribution Cycle, or select it on Award and pay > Payments. Both open Distribution cycles. If you can see the list of cycles but not Run Distribution Cycle, you can view cycles but not run one.

Which funds are due

A fund is due when its Next Distribution Date is on or before the cycle date. A fund set to Ad hoc, or with no next date, is never due. Funds that aren't due are left exactly as they are, and their dates don't move. Set a fund's mode, share, frequency and next date on its form; see Add or edit a fund.

Run a cycle

  1. Under Cycle date, choose the date. It starts on today's date in your organisation's time zone.
  2. Select Preview. Backed shows what the cycle would do, changing nothing yet:
    • Tagged lines to add: how many payment lines the one batch would hold.
    • A row for each due fund, with its Distributable balance, its Tagged lines and Tagged amount, its Contestable amount, the amount for each linked grant under Grant pools, and its Next date after the cycle.
    • Left out: why a due fund adds nothing, such as "No available balance". A fund left out keeps its next date.
  3. Select Confirm to run the cycle, or Cancel to leave it.

When the cycle has run, you see what it did and an Open the batch link to the Draft batch. Review and submit the batch as usual. If no due fund had a tagged line, no batch is made.

Confirm can't be used when:

  • a cycle has already been run on that date. Each date can have only one cycle.
  • no fund is due on that date.
  • the tagged lines are in more than one currency. A batch holds one currency.
  • you changed the date after the preview. Select Preview again.

A Tagged fund puts its whole distributable balance into payment lines, a Contestable fund puts it all into its grants' pools, and a Hybrid fund splits it by its tagged share. A fund's record shows a hybrid fund's Tagged Available and Contestable Available; see A fund's record and its child funds.

Cycles already run

Cycles run lists every cycle, newest first: its Cycle date, the date it Covers from (the previous cycle's date, or "The first cycle"), who ran it, how many funds it Distributed and Left out, and a link to its batch. Select Show more to see older cycles.

On a phone, each fund in the preview and each cycle is shown as a card.

See also

This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.