Read the financial summary

The financial summary consolidates three money views: committed funder grants, family balances, and a projected CACFP reimbursement, with date, location and funder-type filters, exportable as a document, a workbook or a spreadsheet.

It is the best-evidenced report in PTRS. It states its own assumptions in the response it sends back, the screen prints them, and its totals are worked out before any row limit is applied, so no headline figure is cut short. Two things need watching: what one label actually means, and who can see it.

Who can do this

• Site director
• Regional director
• Organisation admin
• Super admin

The screen checks a wider setting that also lets a read-only account through, and every request behind it fails for that account.

There is no location restriction: any of the four roles can select any site, or every site at once.

Run the report

1. Open the financial summary, or select Financial Summary in the operational report catalogue, which routes here rather than rendering its own table.
2. Set the Date range. It defaults to the last 90 days, the screen's own default, and differs from the server's 30-day fallback used elsewhere when no dates are sent.
3. Set Location: all locations, or one.
4. Set Funder type: all, or one of eight choices, matching exactly what PTRS recognises.
5. Reset restores all three; Refresh runs the same report again.

The generation time and the location in force print at the right of the filter bar.

The four headline figures

Tile	What it is
Funding Committed	The total grant amount across funders whose grant period overlaps the window. A funder with no start and no end date is treated as always active
Member Receivables	One month of billed fees. See below
CACFP Projected	A projected reimbursement over the meal records in the window
Net Projected Position	Funding Committed plus CACFP Projected, minus Outstanding Balances

"Member Receivables" is a month of fees, not what families owe

The tile shows the sum of every active member's monthly fee. The amount actually outstanding sits in the smaller print below it, and on the Receivables tab.

The three export formats each label the same figure differently: two call it "Member Receivables (monthly fees)", and the third shortens it to "Receivables". If this figure is going into a board document, say which one you mean.

Net Projected Position is a planning figure, and the screen does not say so

PTRS itself calls this a cash-position view, not an accounting figure, in the data it sends back. That caveat never reaches the screen or any export; the smaller print under the tile gives only the arithmetic.

It adds a multi-year committed grant to a thirty or ninety-day meal projection and subtracts a point-in-time balance. The three amounts are each on their own clock.

The four tabs

The Overview tab shows funding by type, funder status, billing mix and the CACFP monthly projection, each as a labelled bar list with amounts and shares. Funders shows one row per funder with grant amount, frequency, grant period, next due date and contact, plus a small export button for exactly those columns. Receivables shows billing-type totals and the member account table. CACFP shows the projected claim lines, with the assumptions text printed above them.

What the CACFP projection assumes

The report states this itself. When enrolment tiers are on file it prints a plain description of the arithmetic: meals served multiplied by each tier's enrolment share, multiplied by the latest active reimbursement rate for the meal date, described as a planning projection rather than a finalised claim.

When no tiers are on file it says so directly too, naming the fallback rate it used and asking that tier assignments be checked before the figures are treated as accurate estimates.

Both messages come from PTRS itself and appear on the CACFP tab and in all three exports. This is the only figure in the module that states its own basis to the reader, and it is worth protecting in any future change to this report.

This is not the CACFP module's reimbursement figure

CACFP's own reimbursement figure only counts a meal record once it has been marked valid, and none ever is, so that figure is permanently zero.

This projection ignores that validity flag entirely and prices every meal record in the window. So the same rows produce zero on the CACFP screen and a positive number here, and neither screen mentions the other. Use this figure as a planning estimate over every recorded meal, which is what its own assumptions text says, and never as a claimable amount.

If a meal's tier has no matching reimbursement rate on file, that tier's meals are dropped from the money total while still counting toward Total meals served. A projection that looks low against the meal count usually means a missing rate.

The member table shows the top 50

The Receivables tab lists the fifty accounts with the highest balances. Every total on the page is worked out over every member first, before that limit is applied, so the headline figures, the billing-mix totals and the outstanding total are all complete.

The document version labels the table "Member accounts (top N)". The screen and the workbook do not repeat that label, so a reader of the spreadsheet may take fifty rows for the whole roster. Check "Members tracked" on the Receivables tab for the real count.

Who can see this

This report shows financial records its own readers cannot open individually

A single child's own Financial tab is gated so narrowly that only an organisation administrator or a super admin can open it. It is the only page in the portal limited to exactly two roles.

This report requires only the wider reporting setting, which also admits a Site Director and a Regional Director. It returns, for up to fifty members: name, grade, billing type, monthly fee, balance due, last payment date, and whether the family receives a childcare subsidy.

So a Site Director who is refused a single child's financial record can read the same fields for fifty children from this report, on screen and in three downloadable formats. The setting on the single-child record is not enforced on the report that contains the same information in bulk.

Nothing on either screen indicates this. It is recorded for the product team in the module's own findings record.

Export it

Download options offer a document described as board-ready, a workbook described as one sheet per section with filters applied, and a spreadsheet described as labelled sections. All three carry the current filters, including funder type, and all three include the CACFP assumptions text.

These three exports are built on the server and quote text correctly. The small export button inside the Funders tab is different: it builds its file in the browser from that one table, and it escapes quotation marks correctly, unlike the equivalent on the operational reports page.

An export format PTRS does not recognise silently returns the workbook rather than an error.

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Related

• What each figure is computed from
• Manage funders
• Analytics troubleshooting