Gift by state report

Kim Mott 2

Hi All-


My supervisor asked me to pull a report that shows the number of gifts and total amount of gifts received by state per fiscal year for FY14 and FY15. It seems like this should be simple, but I've been racking my brain and can't seem to figure out how to pull this. 


Any advice would be appreciated!


 

Jen Claudy

Off the top of my head (i.e. there may be a more efficient way):


1. create a Constituent Query

2. use a Summary Field to find all records with a Gift Date in FY15, plus any other necessary criteria (i.e. Gift Type, Campaign, etc. to include or exclude as appropriate)

3. in Output, include the Summary Field for Number of Gifts and Amount of Gifts, both with the necessary criteria as above, and also the Preferred Address State Field

4. double check the Results to be sure everything looks right

5. Export to Excel or Access (I prefer Access, but if you don't have the program or aren't familiar with it, Excel should be able to do this as well)

6. use a formula in Excel or a query in Access to calculate totals by State from your data

7. repeat for FY14


If you have problems and no one else has a better idea, let me know and we can talk thru it on the phone.

Sandra Ross

A Comparison & Summary report
(found under Demographic & Statistical Reports) may work for
you.

You can choose the Field to report on as STATE
and make your columns #gifts, total amount of gifts, avg gift,
etc.

You can also define what funds to report
on.

 

---------------

Sandra Ross

Database Manager

Virginia Episcopal School

400
VES Road · Lynchburg, VA 24503

434.385.3634
(office) 

Website:  www.ves.org

 

Guiding Students Toward Full
Stature

 

Ryan Hyde

If you're good with Excel, I prefer Jen's solution. You can format the report a lot better than how RE does it, and you don't have seemingly redundant columns. 


As for Sandra's solution, I've always used Statistical Reports in Domographics and Statistical Reports. You do the same thing in tab 2 (pick donor's state as the field you're reporting on). I don't know if there are serious pros and cons to one report or the other as Ive never used Comparisons and Summaries, but Statistical Report will get you what you need as well.

Ryan Hyde

Correction: I see now that using Sandra's report you can report on multiple time periods. With mine, you set it up to report on one time period at a time. Either way gets you the same info - just a matter of preference. 

Kim Mott 2

Thank you all! Super helpful!