Report on a portfolio by source of funds with roll-up reports

A roll-up report brings many grants together in one portfolio report for a Program, a set of Funding Rounds or every round (your organisation's own terms if you've renamed them). It also makes one report for each source of funds that grants in the scope are attributed to, and a reconciliation that shows those source reports plus the unattributed remainder adding back up to the portfolio. Each grant is counted once in every report, however many Milestones, indicators or quarters it has in the period.

Backed only makes the documents. It never sends anything to a funder: you download them and share them yourself.

Before you start

• Seeing roll-ups, generating, finalising and downloading them needs Can generate document reports.
• Defining and editing a roll-up also needs Can create/update document reports. Without it, New roll-up and Edit are not shown.
• Grants are attributed to sources of funds on each Fund. A grant with no attribution appears only in the portfolio report, as Unattributed.

Open roll-up reports

1. Go to Data reports.
2. Under Built-in reports, select Roll-up reports.

The list shows each roll-up with its scope, period and latest version. Select a roll-up's name to see its versions and documents.

Define a roll-up

1. Select New roll-up.
2. Enter a Name.
3. Choose the Scope: A Program (then choose the Program), Chosen rounds (then tick each round) or Every round.
4. Choose the Period start and Period end.
5. Under Indicators, tick the indicators to include. They come from the outcome frameworks attached to the rounds in the scope: the chosen rounds, the Program's rounds, or every round you can see. Leave them all unticked to include every indicator.
6. Choose a Document layout for the PDFs, or leave Default layout.
7. Tick Include finalised quarterly reports to carry the finalised quarterly items of the grants' linked projects. They are carried whole, with each source's share stated, and never added into an indicator total.
8. Select Save.

To change a roll-up, select it, then select Edit.

Generate a version

Select Generate. The version shows as Generating while Backed builds it, and the page updates when it is ready. Stay on the page or come back to it later: Backed sends no message when it finishes.

Until you finalise it, selecting Generate again rebuilds the latest version in place, with the same version number, and replaces its documents.

Each version is one of:

• Generating: being built.
• Generated: ready to download and check.
• Finalised: frozen. Its documents never change.
• Failed: nothing was stored. The reason names the figure that did not reconcile or what stopped the run.

What each document holds

Select Documents beside a version to list its documents. Each has a PDF in the chosen layout and an XLSX of its figures, except the reconciliation, which is a workbook only.

• Portfolio report: every grant in the scope once, with its approved amount, attributed share, attributed amount and amount paid in the period, and the indicator totals from approved Milestone actuals.
• One report for each source of funds, named after it: the grants attributed to that source, with each indicator actual and payment apportioned by the grant's share, shown beside the grant's whole figure and the share. A percentage indicator is never apportioned.
• Reconciliation: for money and for each indicator, the source reports plus the Unattributed remainder, equal to the portfolio figure.

Finalise and regenerate

1. Beside a Generated version, select Finalise.
2. Select Finalise again to confirm.

To change a finalised version, select Regenerate. Backed makes the next version and keeps every earlier version, and its documents, downloadable.

If Backed refuses

• "Your data access rules hide some of the grants in this scope, so you can't generate this roll-up report." Your data access rules hide at least one grant in the scope. Backed refuses rather than give you a report with grants missing. Ask an administrator whose rules cover the scope, or narrow the scope.
• "The period can't end before it starts." Choose a Period end on or after the Period start.
• "This version is finalised. Regenerate it to make a new version." Select Regenerate instead.
• "Only a generated version can be finalised." Wait until the version shows Generated, or generate it again if it Failed.

See also

• Data reports
• See committed, paid and remaining against each budget