Summary Issue

Erica Cruz

I am having trouble with summaries in Crystal. I am trying to summarize (perhaps even a running total?) of a benefit count. The benefit count is showing up correctly per participant, but when I go to either summary or running total it gives me a count option, not a sum option. Thoughts? This particular benefit is how many seats a sponsor gets for an upcoming event. I have tried Count and Distinct Count. I am also trying to do a grand total of giving toward the event. I have linked registration fee gifts in my export and want to exclude any pay-cash. No matter what I put in the suppress formula, it comes out with the same total that isn't correct. I am thinking this may need to be a sub-report. I am using a participant export. Exporting Name, Benefits, Constituent Sort Key, Constituent Addressee, and Linked Registration Fee Gifts. This doesn't seem like anything crazy, but for some reason, it's not working. Any help appreciated! Thanks

Joshua Bekerman bCLO bCRE

Erica Cruz:
I am having trouble with summaries in Crystal. I am trying to summarize (perhaps even a running total?) of a benefit count. The benefit count is showing up correctly per participant, but when I go to either summary or running total it gives me a count option, not a sum option. Thoughts? This particular benefit is how many seats a sponsor gets for an upcoming event. I have tried Count and Distinct Count. I am also trying to do a grand total of giving toward the event. I have linked registration fee gifts in my export and want to exclude any pay-cash. No matter what I put in the suppress formula, it comes out with the same total that isn't correct. I am thinking this may need to be a sub-report. I am using a participant export. Exporting Name, Benefits, Constituent Sort Key, Constituent Addressee, and Linked Registration Fee Gifts. This doesn't seem like anything crazy, but for some reason, it's not working. Any help appreciated! Thanks

Sounds like Benefit count might be exporting as a string/non-number.  Right-click on the field in the Field Explorer and select "Show Field Type."

If it isn't a number you'll need to create a formula field and convert it to a number.  Then use that formula field instead of the Benefit field.

Is your registration fee grand total coming out too high or too low?

Erica Cruz

Josh Bekerman:

Sounds like Benefit count might be exporting as a string/non-number.  Right-click on the field in the Field Explorer and select "Show Field Type."

If it isn't a number you'll need to create a formula field and convert it to a number.  Then use that formula field instead of the Benefit field.

Is your registration fee grand total coming out too high or too low?

Josh, It is a string. I will take your suggestion! And the grand total is coming out too high. I thought it was including Pay-Cash type gifts, but it doesn't seem to affect the total if I remove that type. Thanks! Erica

James Andrews

Erica Cruz:
Josh, It is a string. I will take your suggestion! And the grand total is coming out too high. I thought it was including Pay-Cash type gifts, but it doesn't seem to affect the total if I remove that type. Thanks! Erica

If the grand total is too high, there's a possibility it's counting the same gift multiple times because it qualifies for multiple report criteria. You might be better off using a running total to get the total amount.

Erica Cruz

James Andrews:
If the grand total is too high, there's a possibility it's counting the same gift multiple times because it qualifies for multiple report criteria. You might be better off using a running total to get the total amount.

Thanks, James. However it is still giving the same total. Any particular things I should be checking under Evaluate or Reset? Would a formula help here? I don't know why it would be double counting gifts, I believe they should only be counted once.

James Andrews

Erica Cruz:
Thanks, James. However it is still giving the same total. Any particular things I should be checking under Evaluate or Reset? Would a formula help here? I don't know why it would be double counting gifts, I believe they should only be counted once.

Sure, a formula wouldn't hurt. What are your groups?

Erica Cruz

James Andrews:
Sure, a formula wouldn't hurt. What are your groups?

I am grouping by package ID. The gift information that I am bringing over are any linked gifts to a registration. I am trying to grand total pledges and cash from the linked gifts. Make sense?

Joshua Bekerman bCLO bCRE

Erica Cruz:
I am grouping by package ID. The gift information that I am bringing over are any linked gifts to a registration. I am trying to grand total pledges and cash from the linked gifts. Make sense?

Are you suppressing or filtering your registration fees in the detail section based on gift type?  

I have a report where I am filtering records based on a constituent's total giving but the grand total still counts all of the gifts, even if the constituent is being filtered. 

If this is similar to what you have, you will need to use a running total (instead of summary) and apply the same filter that you are using in your details section.

 

Erica Cruz

Josh Bekerman:

Are you suppressing or filtering your registration fees in the detail section based on gift type?  

I have a report where I am filtering records based on a constituent's total giving but the grand total still counts all of the gifts, even if the constituent is being filtered. 

If this is similar to what you have, you will need to use a running total (instead of summary) and apply the same filter that you are using in your details section.

 

I don't have the linked gift amount in the details section. Would that help? I was suppressing Pay-Cash in my grand total, but the amount was still incorrect.

James Andrews

Erica Cruz:
I don't have the linked gift amount in the details section. Would that help? I was suppressing Pay-Cash in my grand total, but the amount was still incorrect.

What if you did a running total?

Field to summarize is gift amount

Evaluate - use a formula, and the formula is: {gift type} in ('cash', 'pledge', etc)

Reset: Never

Put that in your report footer and see if that gives you a correct total.

What I suspect is happening is that somehow in your grouping, some gifts are being counted more than once. Maybe they have two packages associated with them? Maybe the same gift is linked to two participants? Should you be pulling the amount applied to the participant rather than the full gift amount? Is that possible? I haven't done a lot of participant exports -- I see "gift amount" under Registration Fees, but I don't know if that's the same as gift amount under Registration Fees Gifts.