Annual Reports for Annual Magazine

Ashley Myers

I need to pull a report that lists the following: constituency code, addressee, gifts this fiscal year with fund descriptions and amounts. I can't seem to locate a report that will provide all this detail. I need it to be able to go into an excel document as well. I know I have to do a different report to pull the number of years given which is fine but I could use some tips or ideas on which reports may better assist me. Thanks!

JoAnn Strommen

Have you looked at Financial Reports > Gift Detail and Summary Report? Constituent code is used in Summary but not in detail view. Detail can pull in the gift constituency code if you've utilized that field. Output query could be used to take data to Export and then select in Export all the fields needed if gift constituency doesn't work for you.


Just a possibility maybe....

Christine Cooke 2

Ashley Myers:

I need to pull a report that lists the following: constituency code, addressee, gifts this fiscal year with fund descriptions and amounts. I can't seem to locate a report that will provide all this detail. I need it to be able to go into an excel document as well. I know I have to do a different report to pull the number of years given which is fine but I could use some tips or ideas on which reports may better assist me. Thanks!

Is this your first stab at Annual Report lists?  Based on the fields you are pulling, it looks like you want to take one big list and break it up into a few different ones.  I can tell you now, I believe you are asking for a headache and human error in a place you don't want it.  My suggestion -- I have done for years.  Utilize the Donor Category Report and get it to do the work for you.  You can make one for each constituency and/or fund.  You can have it sort by giving level or alpha.  You can export it to excel and do all the housekeeping -- such as making sure your soft credit folks are not listed twice, and if they are, that it is in the right place either by level or alpha on the list. 


As far as number of years given -- is that supposed to be consecutive years?  If so, there is a Consecutive Years report that you could also export to excel for tidying.


If you don't want to use the reports. then you are going to have to write a query for all gifts in the year (fiscal, calendar, whichever) and then pull the query through an Export for the fields you want to see.

Ashley Myers

Christine,

THANK YOU!!!!!! You are amazing! I have done the annual report before but the first year I was assisted by the person whom I took place of and well I was fresh at the software and everything therefore it did not all get retained….. lol. Last year I did it the long way pulling each report separately and well I knew there had to be an easier way. That way took me like two weeks to complete accurately! This sounds perfect and I am going to try that now. Wish me luck! Again, thank you so much Christine for reaching out and providing me with your assistance! It means more than you know!

Cathleen Mai

Whatever route you take, always export the Constituent IDs!! - This way, if something is missing you can go back easily and match up your lists.


I prefer the Donor Category report as well. I run each level separately and global add an attribute with the level to the Constituent record. Then I run a query (Attribute one of...) through export and output the fields I need. 


This year I have written a Crystal report that sorts by level and by alpha, and am looking forward to test it for our August Program book.






 

 

Ashley Myers

Hi Cathleen,

Thank you so much for your help! When you run the donor category report how do you run each level separately? Do you use a query?

Cathleen Mai

On the first tab (General) click on create Output query. On the last tab (Format) go to Detail and choose only one category.

Then run the report and save the query. Do the same for each level. Then go to Admin global add and use the query to assign the attribute.

Let me know if you need any more info.

 

Ashley Myers

Wow! This is great!! Thank you Cathleen! You have saved me so much time and made my life so much more simpler. I’m actually not dreading this report lol.

I hope your crystal reports turn out great!

Thank you again!