Manage funders

Funder records live on their own admin screen, separate from the funder reporting screen, which only shows them and cannot add one.

Adding, editing and removing a funder are the module's only three saves, and all three work correctly on the server. The edit round trip loses five fields, for a reason explained below.

Who can do this

• Regional director
• Organisation admin
• Super admin

Both screens check a wider management setting that also lets a Site Director through. That role sees the full funder list, the totals, the Add Funder button, the edit form and the delete control, and every save refuses them.

The list on these screens comes from a read that needs only the reporting setting, which is why a Site Director sees populated data above controls that cannot work.

A Site Director sees everything here and can change nothing

The screen's own check and the setting behind each save disagree, and the disagreement is invisible until a button is pressed.

The list, the four summary cards and every grant amount load, because they come from a reporting read. Add Funder, the edit dialog and the delete confirmation all render normally. Creating, editing and removing a funder all require the narrower financial-management setting, which excludes Site Director, and all three fail. The failure surfaces as "Failed to create funder" or "Failed to delete funder" with no reason given.

This is the mirror image of the Members directory, where a Regional Director sees a Register button above an empty list. Here the data is fully populated, so nothing hints at the problem until the save fails.

Add a funder

1. Open the funder records screen and select Add Funder.
2. Fill in the form.

Field	Required	Rule
Name	Yes	Up to 200 characters
Type	Yes	One of eight choices
Grant Amount	No	Must be zero or more. Anything that is not a number becomes zero without a message
Frequency	Yes	Monthly, Quarterly or Annual
Status	Yes	Current, Due Soon or Overdue
Grant Start, Grant End	No	Date choices. Leaving one unset stores nothing
Next Report Due	Yes	A date choice
Contact Name, Email, Phone	No	An email must be a valid shape if given
Colour	Not applicable	One of eight swatches, used on the card and in the funding chart
Notes	No	Free text. See the Notes field

3. Select Create Funder.

Checkpoint

A message confirms the funder was created, the dialog closes, and the funder appears in the table and in the four summary cards.

All three dropdowns match what PTRS actually accepts

Every choice on this form lists exactly the values PTRS recognises for type, frequency and status. Every value the form can send is one the server accepts.

This is the first module in the portal where every dropdown matches what PTRS accepts. Six earlier modules found the opposite: CACFP had six mismatches, Members five, Health & Safety three.

Edit a funder

Select a funder's name to open its detail page, then use the edit dialog.

Saving the edit form clears five stored fields

The read behind this screen does not return the funder's contact name, contact phone, grant start date or grant end date at all, and returns the contact email as a fixed blank value, regardless of what is actually stored.

The detail page and the edit dialog read those five fields from that same response, find nothing, and show them as blank. Saving the form then replaces every field on the record with whatever was submitted.

So opening the edit dialog to change a grant amount and pressing Save Changes writes empty values over the funder's contact name, contact email, contact phone, grant start date and grant end date. There is no warning and no confirmation, and the message reports success.

The same cause makes the detail page show "No contact name" for every funder, including ones that genuinely have one.

Before editing any funder, note its five contact and grant-period values from the financial summary's Funders tab, which reads a different record that does return them, and re-enter them in the dialog.

The Notes field is two things at once

The Notes box is presented on the form as free text. It is also, for a handful of funders, the place PTRS stores a structured report package description, a set of details the funder reporting screen parses to show funder-specific detail: a package name, its sections, its deadline rule, its deliverables and the next period it covers.

Two consequences follow. A funder created through PTRS itself never has a package, since the only thing that has ever written that structure is the data a new installed copy of PTRS is given when it is first created. And editing one of those built-in funders destroys its package: the dialog shows the raw structured text in the Notes box, and typing over it stops it from being read back correctly. The reporting screen then falls back to a plain card with just a grant amount and a due date.

Creating or editing a funder report package

There is no screen for this structure and no save that writes one. If you see a wall of text that looks like data rather than a note in a funder's Notes box, that is the package description. Leave it alone.

Remove a funder

The bin icon opens a confirmation stating that this will remove the funder and all associated data, and that the action cannot be undone.

The removal is a soft delete: PTRS marks the record hidden rather than erasing it. The funder's own reports are not removed, but they disappear from Report History, because that list requires a visible funder to show against. The confirmation's wording promises more than actually happens.

What the four summary cards count

Card	Counts
Total Funders	Every funder the list returns
Total Funding	The sum of every funder's grant amount
Due Soon	Funders whose stored status is Due Soon
Overdue	Funders whose stored status is Overdue

Status is typed in, never worked out

Nothing in PTRS compares a funder's status against its own Next Report Due date. The value is whatever was last chosen in the Status choice, and nothing ever re-evaluates it on a schedule, because this module runs no schedule at all.

A funder whose report went overdue three months ago still reads Current until somebody edits the record. The Due Soon and Overdue cards, and the status filter on the funder reporting screen, all inherit that.

Generating a report also does not move Next Report Due forward.

PTRS has two unrelated funding models

The funder records on this screen are not the funding records kept in the Programs module. They are separate tables that nothing reconciles.

This module	Programs module
A funder: name, type, grant amount, reporting frequency, next due date	A funding source: a funder with a named contact
A funder report	A grant, its requirements, and a funding allocation
Managed on this screen	No screen calls any of those saves

Funding Committed on the financial summary counts only this module's grant amounts. A grant recorded against a program in the Programs module contributes nothing to it, to the funding chart on the dashboard, or to the Financial Summary operational report.

If your organisation records grants in both places, no screen in PTRS adds them together, and no screen warns that it has not.

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Related

• Read the financial summary
• Build and send a funder report
• What each figure is computed from
• Analytics troubleshooting