> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/reports/roll-up-reports.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> 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.

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](data-reports.md)
- [See committed, paid and remaining against each budget](budget-report.md)