Build and send a funder report
The funder reporting screen lists every funder as a card and generates a report for one of them in a single click. The flow completes: a record is written, a permanent entry is logged, and a formatted document downloads.
What the document contains is narrower than the screen implies, and its headline impact figure is always zero. Read what the report actually says before sending one.
Generate a report
- Open the funder reporting screen.
- Optionally filter by status using the pills: All, Current, Due Soon, Overdue. These three match the stored status values exactly.
- Find the funder's card. It shows type, grant amount, next due date and reporting frequency.
- Select Generate Report.
Download the document
Select Download PDF on the detail view, or the download icon on any row of Report History.
The file contains a header block, a Reporting Period, an Impact Metrics table (total attendance, active enrolments, reporting frequency, funder type), a Grant table (amount, period start, period end) and a closing note.
What the report actually says
Four things differ from what the screen leads a reader to expect. All four are properties of how PTRS builds the report, not of your data.
1. Total Attendance is always zero
The figure sums a daily attendance table, and nothing in PTRS writes to that table: no save, no scheduled check and no import path has ever put anything into it.
So every funder report ever generated carries an attendance of zero. It appears on the detail view as the Total Attendance card, in the Attendance column of Report History, and in the document under Impact Metrics as "Total Attendance (period): 0".
The zero is fixed into the stored report the moment it is generated, not worked out fresh each time it is viewed. A report generated today would still read zero even after the underlying table was fixed.
2. The period is always the last 30 days
The report period runs from thirty days ago to today, fixed. The funder's own reporting frequency does not change it, though that frequency is still stamped on the report as its type and printed on the document.
A funder on Annual reporting therefore receives a document labelled "Annual" that covers thirty days. There is no date control on this screen and no date setting on the underlying save.
3. Total Enrollment counts enrolments, not children
The figure counts active enrolment records joined to your organisation's programs. A child enrolled in three programs contributes three to the count. It is not a distinct headcount, and the document itself labels it "Active Enrollments", which is accurate; the screen's "Total Enrollment" card is the looser wording.
4. The document is branded for one organisation
Every funder report document prints a fixed name in its header, regardless of which organisation generated it. Any organisation other than the one that name belongs to sends its funders a document branded for somebody else, and worded in the singular in a way that does not even match that organisation's real name.
"AI-powered" on this screen means two database counts
The screen's own heading describes generating an AI-powered compliance and impact report for each funding source. Generating a report actually performs one lookup for the funder, one sum over the attendance table, one count over enrolments, and turns the results into a stored record. Nothing in the path calls an outside AI service, uses a prompt, or generates a sentence of narrative.
This is the fourth surface in PTRS to describe deterministic code as AI, after the Incident Assistant, AI Pattern Detection and Related Incidents. It is the first on a funder-facing document.
Report History
Report History lists every report generated for the organisation, newest first, with funder, period, generated date, attendance, enrolment and status.
One save reads back a single report by its own id, and it returns an attendance and an enrolment figure both fixed at zero, with the report's type printed where its date range should be. Nothing in the product calls it: the screen carries the report forward from the list or from the generation step instead.
Status never advances
Every generated report is created with status Draft. PTRS also recognises Final and Submitted as statuses, and nothing anywhere sets either one. There is no submit action, no approval step, and no way to mark a report as sent.
Generating a report also does not move the funder's Next Due date, and does not change its Current, Due Soon or Overdue status. Both are edited by hand on the funder's own record.
The four report templates
A list of four template names exists: BGCA Monthly Statistical Report, CACFP Monthly Claim, OCCL Quarterly Compliance, and DELACARE Annual Review.
Before you send one
- Attendance reads 0: replace it with an MSR extract or remove the claim
- Check the period on the document matches what the funder asked for; it is always 30 days
- Confirm Total Enrollment is described as enrolments, not children
- Replace or overprint the header if your organisation is not the one named on it
- Attach the programmatic narrative and financial reconciliation separately, as the document itself asks
- Update the funder record’s Next Due date and status by hand afterwards
The document's own closing note is accurate and worth quoting to anyone who asks what it actually is:
This automated report summarizes attendance and enrollment metrics for the reporting window. Attach programmatic narrative and financial reconciliation separately as your funder requires.
Related
Checked against PTRS on 7 September 2026.