Report the grants you made in a period

Some funders publish, for each period, the grants they made: who received each grant, what it was for, how much was approved, when it was decided and when it was paid. A New Zealand class 4 gaming trust is one. The Gaming trust grants Standard Report gives you that list from your applications. It lists what Backed holds; check what your regulator or auditor asks you to publish before you send it.

Before you start

You need Can create/update reports to start the report from a Standard Report, and Can generate reports to run and export it. The report needs Payments turned on for your organisation.

Tag the purpose question once. The report's purpose column is the answer to the question on your application form tagged purpose. It has no other source, so Use this report is refused with "Tag a question “purpose” on your Application form before you use this report." until a question carries the tag:

1. Open your application form in the Form Builder and select the question that asks what the grant is for.
2. Under its tag, select Create new Tag and name it purpose, or choose Select a Tag and pick purpose if another form already uses it.
3. Save the form. Tag the same question on each round's application form with the same tag.

See Field tags.

Start the report

1. Go to Report > Data reports.
2. Under Standard Reports, select Use this report on Gaming trust grants.

The new Report opens, saved as your own copy, with one data table of applications and these columns:

Column	What it shows
Applicant Name	The recipient
purpose	The answer to the question tagged purpose
Approved Amount	The amount approved
Decision Date	When the approval was sent
Payment Dates	The date of each payment marked paid, earliest first, one per line

Its saved filter keeps approved applications only: Current Status is Approved. A declined application never appears, and an application with no payment marked paid shows Payment Dates blank.

Choose the period

1. Select Filters.
2. Under Saved filters, select Add filter, choose Decision Date, choose is between, and enter the first and last days of the period.
3. Select Save filters.

The grid runs again with the grants approved in that period. The days are your organisation's, in its time zone. Next period, change the two dates and save the filters again.

Keep it with your other reports

The report sits in No Folder. To keep it with the reports you publish, select Assign to Folder on its row in Data reports. See Data reports.

Export it

1. Select Export.
2. Select CSV for a comma-separated file, or XLS for an Excel workbook.

The file holds the rows and columns the grid shows, every page of them. See Export the rows.

See also

• Data reports
• Build a data table
• Field tags and field events