Pulling Donor Wall data

Kim Kimball

 Hi.

 I'm working on pulling donor wall data and feel like I'm getting a mess of data that doesn't match up. Our VP has determined the following...

1. Include (outstanding) pledge balance.

2. Pull data on receipt amount and NOT gift amount for gifts received (cash, pay-cash, stock/property & gift in-kind)

I have run a few different queries, however, when comparing to the donor giving summary and reviewing the gifts in a few folders the data isn't matching up and I'm questioning what is right.

Can anyone shed some light on how they pull this information? We tried the Category Report, but it does not provide the Summary/Receipt Amount that is correct.

Thanks!

Kim

JoAnn Strommen

Kim Kimball:

 Hi.

 I'm working on pulling donor wall data and feel like I'm getting a mess of data that doesn't match up. Our VP has determined the following...

1. Include (outstanding) pledge balance.

2. Pull data on receipt amount and NOT gift amount for gifts received (cash, pay-cash, stock/property & gift in-kind)

I have run a few different queries, however, when comparing to the donor giving summary and reviewing the gifts in a few folders the data isn't matching up and I'm questioning what is right.

Can anyone shed some light on how they pull this information? We tried the Category Report, but it does not provide the Summary/Receipt Amount that is correct.

Thanks!

Kim

Let me back up - are you trying to pull one list of all donors or a list that is segmented by giving levels?  Trying to understand why you need to look at receipt amt vs. gift amt. 

When you say "data isn't matching up" what do you mean?  Can you be more specific?

If you're pulling pledges and pay-cash $, you may be double counting $. 

Don't know what else to suggest without understanding your situation better.

Kim Kimball

JoAnn Strommen:

Let me back up - are you trying to pull one list of all donors or a list that is segmented by giving levels?  Trying to understand why you need to look at receipt amt vs. gift amt. 

When you say "data isn't matching up" what do you mean?  Can you be more specific?

If you're pulling pledges and pay-cash $, you may be double counting $. 

Don't know what else to suggest without understanding your situation better.

 Sure, I will explain more.

 

1. I want a list of all donors that have total receipt amounts greater than $9,000. (cash, pay-cash, stock/property, gift in-kind). I also need a column to include outstanding pledge balance for these donors if they have one.

We have set giving levels and I need to determine category a donor fits into from the receipt value and not the gift amount. We are determining placement on the donor walk on receipt value as they received something in return for a portion of their contribution (event related gifts).

 

2. I am running the query on cash, pay-cash, stock/property and gift in-kind. I am showing the gift amount and receipt amount. When I click on a constituents folder to verify the amounts and run a summary from their record that includes cash, pay-cash, stock/property and gift in-kind and the gift amounts are not matching up. A specific folder I have compared and reviewed multiple times and it doesn't match.

 

3. I may need to run the gift report separately and then run a pledge report and manually combine the two.

 

JoAnn Strommen

Kim Kimball:

 Sure, I will explain more.

 

1. I want a list of all donors that have total receipt amounts greater than $9,000. (cash, pay-cash, stock/property, gift in-kind). I also need a column to include outstanding pledge balance for these donors if they have one.

We have set giving levels and I need to determine category a donor fits into from the receipt value and not the gift amount. We are determining placement on the donor walk on receipt value as they received something in return for a portion of their contribution (event related gifts).

 

2. I am running the query on cash, pay-cash, stock/property and gift in-kind. I am showing the gift amount and receipt amount. When I click on a constituents folder to verify the amounts and run a summary from their record that includes cash, pay-cash, stock/property and gift in-kind and the gift amounts are not matching up. A specific folder I have compared and reviewed multiple times and it doesn't match.

 

3. I may need to run the gift report separately and then run a pledge report and manually combine the two.

 

When you say "click on a constituents folder" and "run a summary from their record" what do you mean?  Are you looking at the gift tab of their record? Are you running a report?  Not sure what you're looking at to know what it might be displaying. 

If you're looking at gift tab on their constituent record, do you have amount column and a receipt column? Amount is gift and for your situations will have different receipt amount.

Kim Kimball

JoAnn Strommen:

When you say "click on a constituents folder" and "run a summary from their record" what do you mean?  Are you looking at the gift tab of their record? Are you running a report?  Not sure what you're looking at to know what it might be displaying. 

If you're looking at gift tab on their constituent record, do you have amount column and a receipt column? Amount is gift and for your situations will have different receipt amount.

I'm doing two different things here. 

I selected the constituent and opened their "folder". I selected "view", then "summaries" and ran a "gift summary" that pulled the same gift types as my query did and the total $ amount of gifts is different. (I'm not comparing the receipt amount in this comparison, this is strictly to verify the data is correct and it is not)

JoAnn Strommen

Kim Kimball:

I'm doing two different things here. 

I selected the constituent and opened their "folder". I selected "view", then "summaries" and ran a "gift summary" that pulled the same gift types as my query did and the total $ amount of gifts is different. (I'm not comparing the receipt amount in this comparison, this is strictly to verify the data is correct and it is not)

Thanks Kim - that helped me know what you're looking at.  Most of us call it 'record' vs. 'folder' so I was wondering if you had a module that we don't that gave you something different.  And I'd forgotten about 'summaries' under view. 

Anyway, somewhere, somehow, something must be different in filters/criteria/settings.  Are you looking at calendar or fiscal year or is that same?  SC options the same? MG options the same.  Without looking at your things side by side it's hard to have other suggestions. 

If it were me at this point, I would create a case with support. Ask and they can do a screen share with you and help find the problem.  They've helped me in the past this way and saved me a lot of grief when I can't find the issue.  If it's not a difference in settings they could possibly explain why the reports are pulling as they are - I've also run into a report that had built in functioning that I didn't expect and wasn't giving me my expected results because of it.

Erin Hunt

JoAnn Strommen:

Thanks Kim - that helped me know what you're looking at.  Most of us call it 'record' vs. 'folder' so I was wondering if you had a module that we don't that gave you something different.  And I'd forgotten about 'summaries' under view. 

Anyway, somewhere, somehow, something must be different in filters/criteria/settings.  Are you looking at calendar or fiscal year or is that same?  SC options the same? MG options the same.  Without looking at your things side by side it's hard to have other suggestions. 

If it were me at this point, I would create a case with support. Ask and they can do a screen share with you and help find the problem.  They've helped me in the past this way and saved me a lot of grief when I can't find the issue.  If it's not a difference in settings they could possibly explain why the reports are pulling as they are - I've also run into a report that had built in functioning that I didn't expect and wasn't giving me my expected results because of it.

JoAnne has a good idea about checking all the critieria you are setting for both the query and summary to ensure they are matching. I find that almost every time things don't match from different reports/records it is because of a difference in criteria.

 I would then compare the two amounts and find out the exact difference between the two, it should help you determine what gift(s) are being include/excluded.

 I would use a constituent that doesn't match and  has relatively few gifts so it will make it much easier to see where the discrepancy lies.