Contents - Index

Donations By Donor

To view donations by donor:

1. Click the Reports icon and choose Donations By Donor... When signed in as a teller, go to the Teller menu and choose View Donations Entered.

2. Give a date range by filling in the From and To fields.  When viewing the donations for a single day, multiple donations on that day will show up on separate lines.

3. You have a choice of how you sort the donors:
a) by name - since the donor number is based on the surname, the donors will be sorted by the donor number
b) by envelope number
c) by the donation amount of each donor
d) by the order in which the donations for the donors were entered in
e) by the receipt number (when you issued receipts with each donation or "gift in kind" receipts)
f) by the donor type
g) by the donor characteristic. You can also pick which donor characteristics to group the donors into. Click on the Show ==> button then choose which characteristics to group the donors by.  For example, if you have a characteristic to indicate gender and choose it, you will get a report of donations by gender.  You indicate gender by creating only one of the following donor characteristics and checking it off as needed:
  male  female
  man   men
  woman   women
  boy   boys
  girl   girls
  The donors that don't have the characteristic you use for gender will be assumed to be the opposite gender.
h) by the pledge frequency (if you entered pledges).  They will be in this order: weekly, bi-weekly, twice a month, monthly, quarterly, semi-annually, yearly.
i) by the donation category.  Each donation by a donor is shown, including the date.
j) by the age of the donors grouped into ranges (if you have entered birthdays for some donors). To the right, you will then see the age ranges that the donors will be grouped into.  You can adjust the ranges by clicking on the < or the >.  You can change the end of the first range and the width of each of the following ranges.
k) by the time of each service.
l) by the province or state.

4. When you sort by donor type, characteristic, pledge frequency, category or age you will have some other options.  You can print these sections all on the same page or each one on a separate page. (Click Separate Pages to do so.) You will also see a total for each section with a grand total at the bottom.  You can also have a report with the totals and grand totals for each section without a listing of each donor, by choosing the box Only Totals for Each.

5. To show the donors that donated without any amounts or categories put a checkmark on No Amounts or Categories

6. Choose which donation categories to view by clicking on the category name to put a checkmark beside it.  Click on the heading to choose all, none or uncheck the sub-category totals. (Hold your mouse over the heading to see what will happen when you click it.)  Categories not chosen can be grouped into an an 'Other' category or omitted.    Check or uncheck the category near the bottom that says Other (unselected ones).  To show only the donors who gave to one category, choose only that category and don't show an 'Other' category. You can also show or omit a total of all the categories you selected.  If you have sub-categories you will also have the option of showing a total of all the sub-categories.  When you select some of the sub-categories in a group, only those will be included in the sub-category total.  If you uncheck all the sub-categories but have the sub-category total checked then it will show a total of all the sub-categories.

7. If you wish to show a category even if there are no donations in it then check off the box: Show categories even if they have no donations.  When donations are shown in the middle of the page, categories without donations will only be shown in the total at the bottom of the report.

8. You have a choice of how to identify each donor.  You can show:
a) only their name
b) their name and donor number
c) only their donor number,
d) their name and envelope number
e) their envelope, name and donor number
f) their envelope and donor number
g) only their envelope number.
If the envelope number is shown, you will have the option of showing only those donors who use envelopes by checking Only Env#'s.
You can show the address by putting a checkmark on + Address.

9. When you issue one receipt with each donation (or "gift in kind" receipts), you will also have the option of showing information about the receipt you issued for the donation.  Where it says Show Receipt choose the receipt # and/or the receipt issued date.

10. You have a choice of showing the categories in columns, rows or in the middle of the page.  (click the words above for a sample of each)  If you have many categories you may not have enough room on a page to list all the categories in columns.  In this case try showing them in the middle of the page.  Try each method to see which is best for you. To remind you when you have selected too many categories, you can adjust the maximum number to show on a report by choosing Preferences... from the Setup menu.  If you don't want any limit to the number of categories then set it to the word ALL.

11. You have the option of showing pledges on reports, as follows:
a) Show entire pledge for the year  This shows the total amount the person pledged per year.
b) Show fraction of pledge expected in date range  This shows what is to be expected to be received if the person spreads their pledge out over the period of time that the pledge runs.
c) Show amount pledged with frequency & period  This will show how you entered the pledge with the frequency and followed by the number of years. The frequency can be one of: Y=yearly, Q=quarterly, M=monthly, W=weekly, M/2=per half month=bi-monthly=twice a month on the 15th and end of the month, xM=every x months, or xW=every x weeks. The period will be the number of years followed by a Y.  (The period will not be shown if it is the same as the previous donor.)  Here are some examples:
 250.00 Y 3Y =$250 per year for 3 years
 50.00 M = $50 per month for 3 years (period is the same as previous one)
 20.00 W 1Y=$20 per week for 1 year
d) Show amount pledged with freq/period w/o donations  This is the same as above but no donations are shown - only what was pledged.
e) Show total pledged for the period  This shows the total amount pledged for the entire pledge period.  So if the person pledged $500/year for 3 years, this would show $1,500. This will also show the amount still owing in a Balance column.
f) Don't show pledges Pledges are not shown.
Let's consider an example to explain the difference between entire pledge and fraction of pledge.  Suppose someone has pledged to give $25 per month and you are doing a report for the first quarter, Jan-Mar.  Here is the pledge amount that would be shown:
entire pledge => Pledged: 300.00 (this is the entire amount pledged for the year, which might be received at any time during the year)
fraction of pledge => Pledged(F): 75.00 (this is the fraction of the total pledge expected in the first quarter if the person spreads the pledge out over the entire year)

12. Sometimes you want to show donors depending on whether they gave or not, and whether they pledged or not.  If you are not keeping track of pledges, you will have only two choices:
a) donors who gave
b) donors who did not give

If you are tracking pledges, you can choose any combination of these:
a) donors who gave and pledged
b) donors who gave but did not pledge
c) donors who did not give but pledged
d) donors who neither gave nor pledged

Or you can choose donors who fall short on their pledges or those who fullfilled their pledges.
Select your choices by holding the mouse over the list for about a second.

13. Donors who do not live in your organization's country are called foreign donors. They can make donations in their own currency or in your country's currency. When a foreign donor makes a donation in their own currency it is called a foreign donation.  If anyone has made a foreign donation then they will be shown.

14. You have the option of combining a husband's and wife's donations or listing them separately.  To combine them put a checkmark on the Combine husband/wife box near the bottom left.

15. To include only donors who gave a certain amount, click on the Show ==> button then pick what kind of amount you are looking for and give an amount range. You can find the donors who:
a) gave a certain total amount in the date range
b) have a single donation of a given amount (to one or more categories)
c) have a single donation with a given amount to one category
d) pledged a certain total amount per year to one or more categories
e) pledged a certain amount to 1 category per year

16. To include only certain types of donors click on the Show ==> button then choose the donor types or donor characteristics you want.  Above the include/exclude lists, you will see Any or All.  You click on that word to change it. Any means that a donor with any of items checked will included or excluded. All means that a donor with all the items checked will be included or excluded.  You can also choose only the donors that gave at a certain time or used a certain set of payment methods.  (A "Gift in Kind" is considered a payment method.)  In each of the list boxes, click on the heading to select all or none of the choices.

17. To include only donors who want certain types of tax receipts, click on the Show ==> button then choose the type of receipt or whether they want a paper copy or a PDF copy. (near the bottom right)  To include only donors who got a tax receipt put a checkmark on:
  Must have tax receipt

18. To include only donations with a certain word in the Note box or a certain Motivation Code, click on the Show ==> button then type what to find. (near the bottom right)

19. Click OK or press Enter.  The donations will then be shown.


To find out how to print the report, click here. To close the report click on [Close Report] in the menu bar.




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