Database manager has left and Finance needs a corrected report for auditors - HELP!

Brianna ODaniel

Our former database manager sent our Finance team a report for auditors before she left but now they are saying there's information on it that doesn't need to be included and there is missing info. This is what Finance said:

“We have an audit requirement every year that we have to provide a report that we have to provide the information in the box below. I have attached the reports that Beth provided, but she gave the reports on a cash basis, which means based on pledges that were paid, rather than the accrual basis, which is pledges that were received. We will need this report that coordinates with our financial reports that lists the necessary information based on $5,000+ gifts that were received in 2022 regardless of whether they were paid in that calendar year or not. So we wouldn’t need items pledged previously that were paid in 2023 and we would need items that were pledged in 2022 that were not paid in 2022.”

The criteria is all contributions $5,000+ from 2022 and include donor's name, address, and amount received. She ran a query and did an export. I went into her query to see what she included and the gift types were Cash, Pledge, Stock/Property, Stock/Property (sold). What am I missing? I'm not sure what I should be fixing, please help! She submitted this info by their deadline of 3/27 so now they are in a rush to get the corrected report.

Mark Guncheon 2

@Brianna ODaniel You should check the export to make sure the gift types match the ones in the query. Do you need to include “other” and gifts-in-kind? Also, look at soft credits to make sure gifts aren't counted twice.

Wendy DannMarcel

@Brianna ODaniel

If you want, you can run a query to group the constituents that are relevent and then use it to spit out a list in the Analytical reports section. I also do the $5K reports for Audit and Finance.

Heather MacKenzie

@Brianna ODaniel Logistically, then, this makes me wonder if your org actually had any pledges in that timeframe of $5,000 or higher? Seems like the criteria for gift types would have included any, but…. oh, also, check for this in the query. Is there any piece that references pledge balances? If so, this may either need adjustment or to be removed entirely.

Gail Beverly

@Brianna ODaniel I used to work for a hospital that did their reports on an accrual basis. Your database person did the correct query if her date range was 1.1.22 to 12.31.22 and gift range was $5000+. She didn't include any Pay-Cash gift types in her criteria. So the donations in the output were all ones that were not tied to pledges. The auditors it seems did not understand the Raiser's Edge definition of Cash. And when she chose Pledge with the date range of last year, the output would only show all the Pledge amount and date, and no payments. So my only question would be - did you have any recurring gift payments or any matching gift pledges during 2022? If so, those gift types should be included. Recurring gift pays would be revenue received (cash) for the auditors, and matching gift pledges may be counted differently by auditors than individual pledges made.