Fundraising reports can be created by making views using the Query, Filter, and Sort features on the Gifts, Pledges, and Constituents grids. You can learn more about views in this article: https://support.donorview.com/en/support/solutions/articles/9000230179-how-to-create-a-new-view-directly-on-a-grid


When creating reports, start with the end in mind. Establish your requirements for things like:

  • The date range
  • The target constituents
  • The type of transactions
  • The campaigns, funds, events and appeals
  • The DonorView pages where the transactions occurred

For reports about specific transactions, such as total gifts for a campaign or all transactions for a certain date range, you should use the Gifts grid.


For reports about pledges, like total pledges or remaining balances, you should use the Pledges grid.


For general reports about constituent’s giving, such as year -to-date totals or lapsed donors, you should use the Constituents grid.


These grids also have some built-in views available in the View Builder. You can see the library of views available by clicking on the three dots next to your view and clicking on “Open Builder.” This article provides more information about the view library https://support.donorview.com/en/support/solutions/articles/9000231147-view-library.


A screenshot of a computer Description automatically generated

 

Fundraising Reports from the Gifts Grid

The Gifts grid shows the details associated with each transaction. The list of fields below can be helpful when creating reports from the Gifts grid:

  • Date – Date the transaction was recorded. You can use the Quick Queries to select date ranges like This Month, Last 180 Days, and Year to Date. You can also apply a specific filter to the column for a date range.
  • Amount – Amount received (in hand) for pledges, auction bids, and pay-later membership or event purchases, the amount will show as $0. You could use the Total Gift column for the actual OR projected amount of the transaction. Ranges can be applied using the Quick Queries or filters for the columns.
  • Type – Indicates the type of transaction such as general (single, one-time contribution), event (for event purchases) or pledge (indicating the pledge amounts due). The type(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain types from your view.
  • For – Identifies the For that was assigned for the transaction. Most organizations use the For field to identify the project, program, or campaign the revenue is earmarked for. The For(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain For’s from your view.
  • Fund – Identifies the Fund that was assigned for the transaction. Most organizations use the Fund field to identify the Fund the revenue is deposited in or designated to such as a bank account or general ledger account. The Fund(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Funds from your view.
  • Event – Identifies the Event that was assigned for the transaction. Most organizations use the Event field to identify the Event the revenue is associated with. The Event(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Events from your view.
  • Appeal - Identifies the Appeal that was assigned for the transaction. Most organizations use the Appeal field to identify the appeal that was initiated to solicit the gift. The Appeal(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Appeals from your view.
  • Fundraising Goal Category - Identifies the Fundraising Goal Category that was assigned for the transaction. The Fundraising Goal Category (or Goal Category) is used on Donation, Event, Membership and Auction pages to collect transactions for goal progress graphics. The Fundraising Goal Category(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Fundraising Goal Categories from your view.
  • Online Category  - Shows the type of page that was used to record the transaction including Donation, Event, Auction and Membership pages. Selecting the type of Online Category is only available as a filter applied to that column.
  • Online Sub-Category – Shows the specific page that was used to record the transaction. Selecting the Online Sub-Category is only available as a filter applied to that column.
  • First Gift Date – Lists the date of the first transaction for the constituent. Selecting the date range for the First Gift Date is only available as a filter applied to that column.
  • Categories – Identifies the constituent category for the constituents. The constituent Category(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Categories from your view. You could use this to identify transactions from ‘Volunteers” or “Board Members” if these are constituent categories that you use.
  • Years – Will show all gifts in a specific calendar year. The Year(s) can be selected using the Quick Queries and column filters. You can also use the “Excludes” Quick Queries to eliminate certain Years from your view.


You will create your view based on the criteria you establish. For example, if you want a report that shows:

  • All the revenue for a specific Fund called “Annual Campaign”
  • Recorded so far this year
  • Donated by volunteers


You would select the Category = Volunteer, Fund = Annual Campaign, and Date range “Year-to-Date from the Quick Query side bar. It doesn’t matter what order you make your selections in this case. Once the data is populated on the grid you can save the view using the Save View As option from the three dots next to your view. You can also export this report to Excel using the Actions menu at the top of the grid.


Fundraising Reports from the Pledges Grid


Pledge information is found on the Pledges grid within the Fundraising module. There are two views - the Detail view, which is what you see by default, and the Summary View.


The Detail View shows each Pledge payment that is associated with each pledge. Each pledge payment due is identified as a transaction type of "Pledge." There will be a row for every pledge payment that has been made or is due.

On the Pledges grid > Details, some of the helpful fields include:

  • Last name/Constituent – to see person or organization who made the pledge
  • Date of Pledge - date the pledge was created
  • Frequency – for the frequency of the payments
  • Due Date – the date for each Pledge (payment),
  • Pledge Amount - how much that payment is
  • Due Amount – on the Details view will also be the same as Pledge Amount. This field is included in the Quick Queries menu.
  • Amount Paid - if any part of that pledge payment has already been made, it will be reflected under Amount Paid
  • Remaining Balance – amount still to be paid on that particular pledge payment.
  • Next Due Amount - will show the next pledge payment due. This field is also included in the Quick Queries menu.
  • Payment Method - will show the credit card info for anyone who is set up for automatic payments. This field is blank if no credit card is set up for the pledge.
  • Pledge Years – identifies the calendar pledge year that the pledge was initiated. This field is included in the Quick Queries menu.

 

The Pledges grid > Summary View shows the totals for the entire pledge. There will only be one row for each pledge. If a donor has multiple pledges, their name can be shown several times, one row for each pledge.

 The columns are still labeled the same, but they reflect the overall values.

  • The Pledge Amount field becomes the entire pledge amount.
  • Due Amount is also the entire pledge amount.
  • The Amount Paid is now the total amount of payments that have been made against that pledge.
  • Remaining Balance shows the total amount that is still unpaid on the pledge.


There are a few built in reports in the View Builder including:

  • All Open Pledges - Which lists all pledges with a balance of $1.00 or greater.
  • Open CC (credit card) Pledges - Which will show only pledges a credit card number in the Payment Method column
  • Open Non-CC Pledges - Which will only show pledges without a cc in the Payment Method column
  • Upcoming Non CC Pledges - Which shows payments due in the next month which do not have a credit card in the Payment Method column
  • Upcoming Pledges Due - Which shows all payments due in the next month, including those with cc numbers
  • Perpetual Pledges - Shows pledges which are marked as "perpetual."


Like the Gifts grid, you will apply the queries, filters, and sorts necessary to create the views you would like to represent the desired data.


Fundraising Reports from the Constituents Grid


The Constituents grid is used for creating fundraising reports that include summary data. Summary data includes fields like:

  • First Gift Date/Amount – the date and amount of the first transaction
  • Last Gift Date/Amount – the date and amount of the most recent transaction
  • Year to Date (YTD) Received Amount – the total amount received in the calendar year to date
  • YTD Gift Count – the total number of transactions received in the calendar year to date
  • Last Year Received Amount/Count - the total amount and number of gifts received last year
  • Last Five Years Received Amount/Count - the total amount and number of transactions received in the last five years
  • Average Gift – the average gift amount
  • Largest and Smallest Gift date/Amount – the date and amount of the largest and smallest gifts
  • Cumulative Received Amount/Count – the total lifetime giving amount and count recorded in the database for the constituent

There are also summary fields for Pledges and Fiscal Years. These summary fields collect transactions including general, pledge payment, in-kind, and event types. From the Account Settings > Options, the Gift Calculations can also include Memberships and Soft Credits if desired. Summary fields are only updated once per day, overnight. So, any transactions recorded today will not be included in the totals until tomorrow.


Other helpful fields on the Constituents grid for reports include:

  • Category – The constituent category
  • Profile Type – Type of constituent profile record, either company, individual or household


The Views Library includes many built in views including:

  • LYBUNT – Lapsed donor report – Last Year But Unfortunately Not This (LYBUNT) year
  • SYBUNT – Longer lapsed donors – gave Some Year But Unfortunately Not This (SYBUNT) year
  • Top Donors YTD – YTD donations sorted in order from highest to lowest
  • YTD Donors – List of donors in the current year
  • YTD Pledges – List of donors who have made a pledge in the current year

 

The Constituents grid would be used to create reports like donor retention. You can produce a list of donors whose first gift date was last year and have a YTD Received Amount greater than $1. You would compare that to another view of donors who made a first gift last year but have a YTD Amount “Is Empty.” You can then divide the number of donors who didn’t contribute this year by the number of donors who did give this year. So if you have 200 new donors who didn’t give yet this year and  300 new donors who did give, 200/300 = 66% donor retention.


If you need assistance with developing your reports, you can reach out to [email protected]sistance.