Basic Reporting 101
This webinar introduces a new user to the fundamentals of producing reports in DonorPerfect. You will learn how the essential elements for selecting records to be included in a basic report is done. There will also be instruction on how to produce 3 key reports to show you who you have as constituents, how much money has been recorded in a given time period and your overall fundraising progress.
**You’ll find the handout for the webinar here:
Categories: Foundation Series, Training Webinars
Basic Reporting 101 TranscriptPrint Transcript
And let’s go. So I hope that you’re having a fantastic day. And welcome to our webinar. This is reporting 101. And my name is Kelly Ramage, I am thrilled to be here. I am actually the Learning and Development Manager for software. And I’ve Read More
And let’s go. So I hope that you’re having a fantastic day. And welcome to our webinar. This is reporting 101. And my name is Kelly Ramage, I am thrilled to be here. I am actually the Learning and Development Manager for software. And I’ve been with them for many, many years. And I am privileged to interact with you today as we dive into some of the fundamentals of reporting and what’s available in DonorPerfect. It is one of those topics that is really big. So we’re just going to barely be scratching the surface. But let me tell you a little bit about how this is going to work. And then we’ll get underway.
This particular topic is going to be something that I think is really going to be kind of a cornerstone of your success of using DonorPerfect. And that’s all about reporting. It’s wonderful to put data into the system. But it’s really amazing when you can start using it to help you get to know your prospects get to know your donors make informed decisions. So what we’re specifically going to be talking about today are just some of the fundamentals. So as I said, this is one of many topics that fall into this category of reports. And we’re just going to be introducing some key concepts. So we’re going to talk about those fundamentals. And we’re basically then just going to look at a handful of constituent reports, and a handful of contribution reports. My goal is that in the process of this conversation, I’m going to be showing you how to go about it. So keep in mind when I am doing my demonstration, that I will be in a DonorPerfect system. But it might look a little bit different than yours in definitely the data because mine’s all fake data. But if we were to go and look at an entry screen, it might the layout might be different. Um, you might see some things in menu options as I move around that you may not have. So if you have any of those types of questions, certainly feel free to ask. So as we kind of dive right into reporting, my question to you is, are you coming to this session with a specific reporting need? Or question, what is it? Or are you coming into this webinar, where you’re really just here to learn more? So if you have a specific reporting need, what is it please share in the chat, or questions pane as it is? And if you’re here to learn more, if you could let me know that as well.
You don’t know what you don’t know. So true.
Learning more. Okay, and we’re seeing I’m seeing a lot of new user. So welcome to DonorPerfect. This is exciting.
Well, I think it’s exciting. Hopefully, it’s exciting for you.
Okay, reports reports learning more. Okay, fantastic. Well, if you change your mind, and you discover Hey, wait, I’m thinking about this report. Can this be done? Please don’t hesitate to ask. That’s awesome.
is it reporting reporting one on one as it might be? Let’s just talk about a couple of fundamentals. Depending on your background, and kind of the experience that you have coming into DonorPerfect. Sometimes you’ll hear words like I just want a custom report. And sometimes you might hear words like I want a list. I want a mailing list, I’m doing an appeal list, you might hear I need to query on. All of those words are applicable and DonorPerfect. But we have our own definition. So when we think about reporting fundamentals and DonorPerfect, we’re going to break it down into two main categories there, see which records do you want to see? And then there’s what information or what data do you want to see about those records? So we have two main things, two questions, if you will. And when they come together, that’s where you’re going to get your desired output. So the middle kind of picture right now of the folders is that the joining of the two, what we’re going to think about is that
as we think about the data, the layout, what you’re going to see, those are really the specific reports, when we’re thinking about which records that’s basically going to say if you have 1000 names of people, whether they’re prospects or donors or companies or foundation, whatever it is, and you only want 500 of them, what selection what criteria must you use to get keys out those 500 And if you only want to see the name, the address and the email, then which repo
chord, what data is going to give you that now I’m just gonna pause, there is a handout, if you don’t see the handout, if you can send me your email, I will email that to you after the fact it should be in the control panel on the right hand side. If it’s not there, I’m not sure why it’s not there. I see it on my side. So I’m not sure why you’re not seeing it. But if you can send me your email address, I’ll be sure to get that to you.
Okay, so our reporting fundamentals are broken down into two question which records and what data? All right, so what we’re going to do is we’re going to first talk about the data, the format, what you’re going to see. So in DonorPerfect, if you’re not familiar with it, you’re going to see under a reporting menu option at the top of in the toolbar, an option called reports, and that’s going to take you to the Report Center. And in the Report Center, you’re going to see several different folders. One is all reports. There’s just everything available. But as you’re learning and I remember learning myself, it’s sometimes easier to chunk it up. So the different chunks, if you will, or folders are broken down into listings. So a listing type report is really going to be focused on the constituents the records themselves, who are they, where you’re very often going to see the name, the phone, the email, the address that type of information, it’s not going to tell you the total dollars you’ve raised for a specific campaign. If you want to see more of the financial data, where you’re reviewing the gifts and the pledges, and that could be down to like an individual, this donor gave this gift on this date, or you want to analyze how did we do last year compared to this year, or you want to see how much money did you bring in for your specific fundraising winter appeal, that’s going to be more of a financial report.
A third report category where many of you probably have it some of you may not based on your DonorPerfect plan is called EZ reports. And basically, this is giving you the ability to design or create your own. Now, we’re not going to go over that today. But that’s just so that you know what that folder is all about. And then the fourth folder that you’re going to see is called other. And this is like a catch all, where you’re going to see some reports that are going to be all about the data on the Contacts page, a calendar, those time sensitive interactions, there are some charting options. There is a membership module, I don’t know how many of you are kind of tracking different types of membership. But there are five different membership reports. And then some of you have some moves management as an add on module. And then there’s some moves management’s reports as well. So again, we’re focusing really on the top two, and just getting familiar with those because those are standard for everybody. The bottom two, depending on what your DonorPerfect package kind of includes, you may or may not have some of those options, but at least you have the whole picture in terms of what’s available. Now, if I were to pause and just go into DonorPerfect, what I’m talking about right now, in terms of that data, the organization of types of layouts, types of reports, the way the data is organized, I’m talking about going to reports, and then into the Report Center.
And here you can see on the left are all reports. And then here are the four different report folders that I was just highlighting. And as I select them,
I tend to be a person that works from all reports and clicks over here on search for a report. Now, you may not be at that point, because you’re like, Well, what would I search on? I don’t know what I’m searching for. But one of the things that you should know is while you may not know the specific DonorPerfect report name, what’s interesting is you might be able to find reports based on key words.
So you can see I’m just typing in some random commonly used words as you think about reporting, that that might be an option for you as well. And that search is not only searching the names, but it’s also searching the words that are in the information bubbles.
A couple of other just general comments about the Report Center. So as you’re getting familiar, is that you’re going to see this option over here called my favorites. Now my favorites are my favorites. your favorites are going to be different and they might be different than your colleagues. So when you discover a report that you really like it really helps you do your job more efficiently. I would encourage you to mark it with an orange star that’s not going to interfere with anybody else’s favorite reports because those are you
ers. The last option that you’re going to see is this thing called scheduled. And again, you all are going to see that there some of you may not have that capability. But there is the option within DonorPerfect to schedule reports out so that it saves you time. So maybe you’re responsible for getting the total dollars raise at the end of every month into the Executive Director’s inbox. Well, if you had scheduled reports, as one scenario, that would be something that you could set it up, and then DonorPerfect, would take care of it from there. So those are kind of the options that you’re seeing over here on the left, as you mark a report a favorite.
I’m just going to group them. So I’ve gone from 40 different reports down to my favorite 14, if I’ve decided that this particular report is no longer one of my favorites, and I refresh it, and top donor is no longer there.
If I started all reports, and I discovered
your is a report that I like,
I can mark it as a favorite. And put it into my list. And again, that’s my list.
In terms of searching, I can search for a report. It does show 25 I can also choose all so some basic just overall navigation.
What we are thinking about though, when we’re thinking about choosing a report is what information do I want to see. And this is probably where this one of the steepest learnings is going to take place is because you’re learning the DonorPerfect language. But now you’re learning the dove and imperfect language kind of disguised as a report and what we’re calling the report. So you might find these little information bubbles super helpful.
Now, if I say okay, well, I want a basic theme list, I’m new, I’m trying to figure out if my data converted, because many of you are brand new to DonorPerfect. So you might be in the situation where you’re so new to DonorPerfect, you just want to make sure that the data that was brought in from your old system is in there, you have the same people. So you just want to basic nameless, so I searched on the ward name, I can kind of see some of the reports that are available.
And I’m going to choose the standard one called donor names, addresses and phone numbers. The other way that I can find that again, is I can select my different report folders, that’s going to narrow it down. And I can again here see that donor names, addresses and phone numbers is in fact, a standard report. So now I’ve selected the what I haven’t really gotten a sneak peek in terms of what it looks like. But now the next question that kind of gets paired when we’re generating reports at large is the question of
which records do you want? Do you want them all? Or do you just want a handful. So when you’re setting selection filters, you’re basically telling DonorPerfect, I want to find the records that meet this criteria. And this criteria could be a single criteria, everybody who lives in the state of Ohio, or I want to see people who live in the state of Ohio, and they’d given me a gift of $50 or more. And that $50 gift is since January 1 2022. So there, you’re narrowing it down from the 1000 down to 300. And you just want to see them with those people in a report where I just want to see their names, I’m not even interested in what they’d given i That’s just my criteria. So you’re going to take these two things, what you want to see paired with which records so that you end up with like that targeted results. So here’s an example. So this is a snapshot of a report. That is a super, it’s like a powerhouse report. And this is referred to
as their giving history. And so what is it that I want to see? So hypothetically, I could say I want to see all of the people and the giving that they have given to me if they’ve done that, and who do I want to see I want to focus in on my board members. So I don’t want all 1000 I want the 20 board members that I have. So I’m going to choose what it is. And then I’m going to apply a filter to choose which records so that I end up with my targeted output that I’m interested in. So that process of identifying what and which pair together is going to give you your output. So again, we go into the Report Center and from this landing page is where you’re going to do everything you can start at the report landing page, you choose the layout and then you apply a filter. Now I know there are other CRMs and other systems out there where you kind of
almost start in the opposite direction where you apply your query as to who you want. And then you say, here’s the format that I want to apply it to. So DonorPerfect is kind of going in the report first, the layout first, and then you apply the filter. So a question, can I change the folder name? So they are more intuitive to me? Jessica? That’s a great question. But these folders cannot be changed. One of the things that you might have heard about perhaps, is the ability to make suggestions. And I’ll point that out when we go into DonorPerfect. And that would be a perfect thing that you could make a suggestion to our developers.
Well, the donor names addresses and phone numbers report include multiple email addresses that a constituent may have in their records. So Teresa, that’s a great question. Let’s go ahead and and see what we learn. Okay, so I’m gonna go into DonorPerfect, I’m going to pick up where I left off. So at this point, let’s say that I don’t want to apply a filter just yet, I want to make sure that every single record that I had in my old CRM is in DonorPerfect. And I just want some basic just names of people. I’ll get into the gift details in a moment. So again, I went to reports Report Center, and discovered the search for the names and I selected the donor names, addresses and phone number report.
This panel on the left hand side is referred to as a sidebar. And the sidebar is a way that you could apply a filter if you wanted, you could also apply a filter, right here. If I’m wanting to see all of my records every single one of them than a check to include no mail names, because I’m not doing a mailing This is a report. So I’m going to check to see that I’m including everybody. And then I’m going to click on Run Report and run report means push it to the screen.
And you can see here
that I am getting information that is from the main page only. So this is only going to show me if they have an email address. And it’s only going to show me if the if they have more than one only the one that’s on the main page.
Right now, let’s say that of all of these records, I want to see people who live in the state of I’m just going to choose New Jersey because that’s I think more appropriate for my data set. So one of the options I could do in the sidebar, I’m now narrowing down from going to the last page
777 records to how many Well let’s find out so I’m going to use the sidebar because I’ve narrowed it down to which record so I’ve selected my output now I’m switching my scenario my use my my segment to people who live in New Jersey.
Okay, so now I have a different filter different criteria applied that I want to apply, so I have to run the report again.
So I’ve gone from 777 to 13. So it’s the same exact report just narrowed down in my scope.
Okay, so now let’s say if I wanted to see people who lived in Trenton, New Jersey, why don’t see city here, my sidebar fields. So sidebar fields equals the choosing of records. So I have a couple of choices I don’t see city I do remember and know that I could apply a filter. So I’m going to come up here and I have a selection filter
and I could add a new filter
and this is again for some of you brand new for some of you this is a review and if you’re following along in the webinar series, you’re going to hear about this again and again and again. But adding a new filter is a way to tell DonorPerfect exactly which records you want. So city is on the main page so I’m going to choose main bio city is equal to because I’m only looking for one city, Trenton
and then done.
So now I’m going to run my report
and I have one name, okay, so it took my filter that I applied that I typed in, plus my sidebar field, these two criteria, the criteria need to be met and now I’m down to one so from Oh 777 down to one. So I went from everything and narrowed it down with my filter but the report the layout the
Some information that I’m seeing has remained the same.
Just a couple of other comments about some of the things that you’re going to encounter is, depending on the report that you select, you are going to have different options here in the sidebar, some are going to be almost identical to what you see here. When we look at a financial report, you’re going to see things like the date range, towards the bottom Run Report means preview, you’re going to see that little down arrow, and you’re going to have some export options. And again, depending on the nature of the report, some of these export options could include viewing and converting the report to a chart. So I’ll point that out. And when we get to the financials, and then at the very bottom,
you’re going to see save, which means save these preferences, what you need to be mindful of is your saving it,
it can be overwritten, it doesn’t like do a save as it just saves it so that the next time you come in, or somebody else comes in and uses a donor names and addresses, it’s going to save them some time. But presumably, it’s possible that they’ll have a different needs. So they’re going to clear the values and start again. So there is a little bit of perhaps just getting used to the approach that’s being taken here. So save is just saving you some time potentially, if you use the report again, but somebody else could override it, then you’ll also see the schedule and send options at the very bottom.
All right, so any questions before I move on? I think I’ve gotten all the questions answered so far.
What is your opinion of using the Manage fields? Okay, that’s a great question. So manage fields, I tend to say, once you’re familiar enough with what you normally are going to be filtering on. So for example, if I’m a finance person, or I have to create reports more from my my financial team, and I know that they always are going to be wanting financial reports based on the general ledger and solicitation. But we want to make sure that those fields are in my sidebar, because it’s a bit faster. If I am running reports based on the flags field, or the donor type, or the city, what the fields that you are going to be selecting data and narrowing down choosing which records I think that’s really handy for manage fields. If you are a type of person where you could be asked to do 10 different reports every single day, there’s nothing ever the same, then I don’t know that manage fields is going to be used a whole lot. I will tell you this, no matter what reporting option you choose, applying a selection filter is the same every single time. So depending on your preferences, maybe if you’re responsible for training others, this option is going to be the same for everybody. Manage fields is something that is user specific. So a manage field, the Manage Fields list in the sidebar could be very different from you to your colleague to somebody else.
So there’s some benefit, but it depends on the specific scenario.
All right. So let me ask you a question.
DonorPerfect. Financial Reports found.
Report Center all reports Report Center other or settings and parameters.
What do you think?
Where are the financial reports found in the Report Center?
Of these choices Report Center all reports Report Center other settings and parameters.
Okay. 87654321. And you are correct. If you chose reports, Report Center.
Fantastic. You could if it was an option also found them obviously under financial reports, but of the three choices, the one that was correct, was all reports. Awesome.
Okay, so let’s kind of dive in in a little bit of a different way, and see how we do here. So here we’re going to take a look at some constituent reports. So here’s a scenario and I kind of did a little bit of a sneak peek here.
But you’re just getting started and you want to see all constituents in your database. So a great report if you are just getting started, and you really just want to see did everything make it there anybody in that situation? I would imagine some of you are going to say, Yes, I am, I’m just getting started. And I need to prove this out,
you might find that that listing report of donor names and addresses and phone numbers is going to be useful. Part of the reason is because it shows you key information, and it gives you a count, doing that double check of counter records, if you had 770 names in your old system, you would expect to see 770 names in DonorPerfect, assuming you said bring everything. The other thing that I showed you is that it can be exported. Is everybody comfortable with that report and kind of walking through that?
All right, I’m not getting any questions. Okay, moving on. Here’s another scenario. I want to see a specific group of constituents like my board members. Ah, okay, before I move on, what’s the key information in that’s gonna be typically be like their name, address, email, phone number, just basic people information, not getting into gift information, just who just basic numbers name and contact information, demographic information might be a better way of thinking about it.
Great question. 18.
All right. So let’s be a little bit more specific, I want to see a specific group of constituents like my board members. Now, I’m assuming you’re all nonprofits, so you all probably have your board members entered into DonorPerfect.
So there’s a variety of ways that we could want to see their information, but we’re focusing on them as people if you will. So I want to see them as people, and I just want a snapshot of who they are. So that key demographic information, and some high level add a glance view about their giving. So what I’m gonna have to do is I’m gonna have to either use my sidebar, or my selection filter. Okay, so that’s my scenario, I want to narrow it down to my board members, and I’m going to use a listing report.
So what I would do, if I were brand new, and when I help people, and I’m not familiar with their data, I will say Okay, before we start, my question to you is in DonorPerfect, how is it identified that they’re a board member? And you may or may not know. So what I would recommend is that you go into a record,
maybe your own baby, this is a way to double check to make sure the board members are actually in DonorPerfect. But then once you’re in the record, and you’re taking kind of a review, where do you notice that they are a board member?
Okay, so I’m not seeing anything here. So Mary Anderson’s a VIP, but I’m not seeing board. So let me go to a different person.
I’m seeing lots of VIPs. But I’m not seeing anything that indicates my board. So let me try one more person.
And typically, because I went to the wrong sandstone, we’re going to see board as a flag. Yep, you got it. Now you and your system might have a different place for it. But this is typically where we recommend that you’re going to identify your board. So now I know that board is a flag.
A tight. See, Tasha. I don’t know if I’m saying that. Right. How do you get the fields? Okay, so again, keep in mind, these are in my system. This is something that if you’re in the onboarding process, you could talk to your onboarding coordinator, they will be happy to help you add them. But you This is also any fields that you see in my system that you don’t have in yours, and can be added through what’s referred to as a screen designer.
Yep, lots of options. Alright, so now what I’m doing is I’m saying okay, well, how is am I going to find my board members? Well, I am saying, board is a flag, flag. The flag is on main page. Now, let’s go to the reports. Report Center because ultimately, I want to list and I’m looking at
kind of the listings category because they’re people. So I’m going to choose constituents summary, because this and this is actually a really good report.
This is one of my favorites for reporting needs where you’re really trying to just get a quick high level snapshot about the constituents, such as prospects or donors you haven’t DonorPerfect.
So here, I could use the fields in the sidebar, but some of you may not have the flags field, let’s just kind of walk through it, I want to narrow it down. So I have flag in this. So I’m going to select the little binoculars, I’m looking for my board members will go with current or former.
Now I’m going to send it to the screen run the report.
I get some really valuable information about my 10 board members.
Okay, so the constituents summary shows me who
contact information and then some high level Oops, excuse me, I level
And we’ll give Rob Renner here the benefit of the doubt that he’s a new board member, so he hasn’t given anything yet, which is okay, not every board member is going to be giving financially, they might be giving in other ways, mainly their time and their expertise. But this is you know, just to show you, it does include people in a listing, even if they haven’t given.
Okay, if I did not have
flags in the sidebar field, I’d have to go through and apply a selection filter, so it’s apply.
You can use any safe filter, but we’re in training and learning. So I’m going to add a new filter. And adding a new filter again, is that narrowing down process, flag was on the main page,
And I have different operators and you’ll see some helper text here.
If I want to flags I’m going to choose include multiple matches, and then I can check off current and former.
And this time, I’m going to export to Word just so you can see what that looks like.
Here’s what it looks like in just a moment. Once it loads.
Here’s my report word, same layout. It’s just a Word document.
Okay, pretty cool.
This is actually one of my go to Reports.
But let’s look at a couple of different reporting options that are in the financial area.
You have a need, you want to see a list of contributions entered in a date range, I’m sure most of you would say yes, I probably have that need a time or two. And there’s plenty to choose from. But again, just getting started with the whole process and some of the reports that are in there, I’m going to show you probably what is the most commonly used report in all of the standard reports and DonorPerfect, and that’s the gifts by date. So again, we’re going to see some basic information about who the donor is. But now we’re looking at things through the lenses of transactions. So instead of getting count of people, we’re going to get counts of gifts. This also has the option of being exported. So let’s take a look at what this report looks like.
So again, I’m going to go here reports Report Center.
I’m going to choose the financial reports or I could have done a search. So I’m going to choose gifts by date, it has already been marked one of my favorites. So it’s an orange star and it’s always going to be at the top of the list. The order of this is always going to be organized by last run date, and then it’s going to be in order of alphabetical based on the report name. If I click on this heading, I can change that
order but that’s the default order. Just a little bit of extra information as we move along here. So now I’m just gonna search for my report gifts.
Okay, now a couple of things that you need to be mindful of is that the selection filters carry with you. So here is the filter that I used for my board. That’s not what I want now. So best practice here’s it
Tip is as you’re getting started when you go from one report to the next. And this This is especially going to be true if you have multiple people using DonorPerfect and generating reports is whenever you choose a new report is to clear the values and remove the filters just so that you’re not going to have incorrect information accidentally just because something was already there. Now that I’m looking at a financial report, there’s a few extra things that get added to the sidebar, mainly the dates. So here, I can change that date range. But what it’s doing is it’s defaulting to the beginning month of my fiscal year for this system, your fiscal year might be January. So when you run different reports, you’re probably going to see that the date range reports are going to be one 123. But it’s something that I can always override if I wanted to. So I might want to look at just this year.
And you can see how that’s working. I can go back in time, you can do whatever you want. Admittedly, I am a person that will always type in the dates, I find it faster than using the calendar picker. Your date picker is actually what it’s called. But if you click on the calendar, you can go you know, typical scrolling through, and then when you’re ready, you select
on the day of the in the month,
then I can run my report.
So in this case, I’m looking at all of the gifts received since 10 121. Through today, again, layout is a little bit different in that it’s a financial, so it’s focused on the transactions. And I can see who ID and Name, I can see them the date of the gift, the amount and then some information about gifts. By go to the last page.
This is going to be account of gifts, not people.
And over here, again, I chose Run Report, which is sending it to the screen. And if I were to export this as a PDF, I could if I export it as an X L S key detail here is it is going to basically be the same thing that I see on the screen as an XLS file type.
If you wanted it to be more like a broad data, and you can choose what you’re seeing, and you would want to definitely participate in a session called Export using a template. So it’s export the data you want is the name of the webinar, and you can learn more about getting custom exports.
Okay, so how would you remove some of the fields? That’s that’s a great question, Amy, is when you are using the DonorPerfect standard reports, what you see is what you get, you can’t add fields, you can’t remove fields, you can choose the data that is included, but you can’t change the layout. If you wanted to change the layout, you either have to create your own report using the EZ Report Builder, or you can export it. But as it is right now, the gifts by date are going to show these columns no matter what. Now you might find a better report than the gifts by date, but you can’t change what’s there.
All right. So gifts by date is a fantastic report that helps you see the list of contributions entered in a date range. Can everybody think of a way that they might use this report?
Okay, that’s a great question. This is just the sidebar fields of the Manage fields so I could remove it. It’s the same same date fields so there is no purpose Shannon for having it. Kind of there. It’s just displaying it because some people are going to do this scroll down and focus on
these fields for the narrowing down. Other people were like I only work by dates I don’t want to have to scroll. So if you wanted to you could go in to manage fields
and we could remove it
so I still have the date at the top but I can remove it from down below
can you use this to reconcile with accounting to ensure what they have recorded is also recorded in DonorPerfect you could this is a common report that use for that. There are others that might be a bit more
I don’t say easier, maybe easier cleaner. And that is going to be a report that I love. Hold that question, Teresa. We’ll come back to that when we take a look at our next report. But this is a common one that is used for reconciling
All right. In other scenario, you want to see total revenue for a year but broken down by segment. So again, thinking about reconciling on that month basis, or week basis, or, you know, quarter basis. And this is a one of my favorite reports, it’s simple. And that is the giving summary by selected field, you get to select the segment or the subtotal. And then you kind of get to for one, where you can see subtotals, which is super valuable, but then you can drill down and see the details. So let me show you what that looks like.
Okay, so again, in the Report Center.
And I’m gonna go to financial reports. This is the giving summary I selected field. I chose this one on purpose, because this sidebar is really like a box, and it looks very different than all the others. So I am going to enter in my date range.
We’ll go back to one one.
Through today, feel to segment by so since Teresa asked about reconciling and accounting, I often think of that going to be done by the General Ledger field because General Ledger, and DonorPerfect is recommended to be like the accounting designation of the gift the donors intentions. So I’m going to leave that to be the segment segment is subtotal. Again, you have to be mindful that those filters like the carryover, sometimes it’s helpful, but many times you want to just remove it and start clean. Now I’m going to click on screen.
Now here, this report is fantastic. For a lot of reasons. One, I get a quick glance at my totals for a time period. So again, if you’re coming from another system, this is a great way to check to make sure that everything got placed that was brought over for total dollars, then you can start looking at the individualized buckets. This is also useful because this tells me I have four gifts in this date range right here, don’t have a general General Ledger assignment. So that’s a great option for data cleanup. But when I click on the blue totals, so we’ll choose my endowment fund, I’m going to see the individual transactions
on a being great question. So one of the things that I highly recommend is that you are going to go to our knowledge base. So I am logged in to kind of a training environment. If you’re following along in your own system, you’re going to go to the question mark bowl, knowledge base. So I am not used. So I’m just going to go in my own special way, which is a shortcut.
And imagine just if you can close your eyes and imagine with me that I went here to knowledge base that brings me here and in the knowledge base. So learn knowledge base. If you search on the word called report types, you will find this fantastic article that will help you get started with the reporting and review what we’ve talked about. But it will also include the reports and a brief description.
So in the knowledge base if you search on the word report types,
and then you can print that out if you would like.
Alright, so this is another fantastic report, Teresa. This is a report that I would probably start with to answer your specific question.
How would I create a report showing how much each donor gave for each of the last three fiscal years? I want it all in one report so I can see trends. Okay. So if you wanted to see that now, that is definitely not a it’s a great report. So I’m going to quickly show it to you. But you might want to attend Jessica, the webinar called
Oh, my goodness name just escaped me. participant in the financial report webinar, but there’s one that’s called
year over year giving trends, I think is the name of the webinar and we spoke we dive into all of that, but specifically what I would probably recommend is to answer Jessica’s question, how would I get a report that shows how much each donor gave for each of the last three fiscal years? So using what we have today, I would choose the financial report called The Gift comparison by time period.
You would enter in your three year date range
And I’m going to
to split the year,
but the field to segment by, I’m going to choose a field that you may not have in your system, but you can. So again, this is something this is those differences. But you can have this called Full Name.
Here I can see each individual person. Now I have some duplicates in here. Well, similar names, but you can see
There we go. You can see owners, fiscal year, one fiscal year, I only chose two years, but then you can see three years.
So again, it’s the gift comparison by time period,
you would enter in your three year date range,
split by year, segment by name. And it might be that you start with last name if you don’t have donor full name, and that will give you your three year comparison.
Last, last option is I want to list of touch points last second, the last option a list of touch points and follow ups with your constituents. Now, some of you may not be this far in using DonorPerfect, and that is the Contacts page. So the Contacts page within the constituent record is where we strongly and highly recommend that you keep track of your tasks, what do you have to do with your prospects and donors. And it is amazing facet of DonorPerfect, but sometimes you just want to see what it is that you have to do.
So in the Report Center,
I’m going to go to other reports. And I am going to choose contact listing.
And I can run this out for a date into the future. So we’ll just say through the end of the month, and interested in what I’m doing, if I wanted to see what my team was doing, I could choose all user IDs. And I could view the listing. And now I see all the things that I have to do into the future. Now, keep in mind, this is showing me things that have not been done as well completed. Maybe they’re overdue, but I’m seeing a list of everything that I need to do.
Just to be super clear, and this information is being pulled from the Contacts page. In the record. We have the main page, we have the gifts and the pledges, which is all about financial reports. And now we have contacts. last report, which again, many of you in the audience, this may not be where you’re at yet is wanting to see a visual break on a fundraising effort charts. Okay, everybody loves a chart from time to time. And there are several different options. There are several financial reports that have charting available and we even have a gift pie chart tucked into the other reports folder.
So let me show you what that looks like.
Okay, so Report Center, other reports, gift pie chart.
And since it’s about money, I’m looking for a data gift so I can specify any time period I want. And do I want to look at the count of gifts or the dollars I’m going to look at that money. And then how do I what what are the different breakdowns? What’s it going to be based on so I’m going to go ahead and leave it at General Ledger. But you can see if I go through this list I have the campaign I have solicitation so if I was looking maybe for my fundraising initiatives, like my golf events and my appeals, then I probably would want to scale this back
that date range isn’t gonna work, it’s gonna yell at me if I’m not careful. There we go. And I’m going to choose my solicitation
and there I have a pie chart.
And it shows me a break on
where my dollars have come from.
So we have in essence gone through the four primary reporting folders. Two most common are going to be the listings and the financial. And then we also went into other reports
My by doesn’t have a large drop down list my by I don’t know what that means I’m sorry.
My by my
Yeah, I think Did you use a symbol Teresa?
Oh, okay, so let’s go back here.
And you’re saying your gift pie chart?
You choose the gift?
How Hold on?
Did you choose the
pie chart or the gift month comparison chart?
Because that one, I think starts
the pie chart, I don’t know, I don’t know why you wouldn’t have to maybe I don’t know why you wouldn’t have a list of fields.
Maybe log out and log back in.
I don’t know what would be causing that. And if you are in onboarding, definitely show your onboarding coordinator. And if not definitely reach out to support which you can do through the question or bubble up here.
And go to chat support, you got it.
Alright, so we have looked at the different report categories and some samples. And in the process, we reviewed some selection filters. And I’m hoping that when we kind of approach this by identifying what or like the data that reviewing what was in the Report Center was helpful, but pairing it with who or which records is going to be how you get those targeted results that targeted like who or which records is going to be accomplished with those filters or the sidebar.
And in the process, I’m hoping that you saw some reports that you might find some useful uses for. So what questions do you have for me? A couple of you asked some specific reporting questions. Do any of you have questions for me?
I cannot believe our hours almost up. I think I have two minutes. But that’s amazing that an hour goes by so quickly.
All right, we’ll get in there. Have some fun, poke around. I know time is like a luxury. But if you have the time, you will not hurt your break your data. You might learn some things about where that data go. But try some things out. And let us know if you have any questions. And it’s been a pleasure interacting with you this afternoon. I wish you all the best and I hope you have a great finish to the day. Thanks so much.Read Less