Flexing the Contribution Report

A few moments ago a good friend wrote to ask for advice on the Contribution Report(That links to the 2017 post about this report.)

“We wanted to see last year’s totals, but when we run the report, it shows us February 2018 through February 2019. We then changed the report to go back one more month, but it still shows us two months this year. How can we see only 2018?”

She added that they tried to look at the twelve month total (export) for each partner but that also spanned the year-end.

1158-DefaultView

I offered her one answer and a few workarounds:

Answer: “You are right. You can go back X number of months, but what you cannot do is enter a date range to display months from X to Y.” The report was never designed to do this, which is about its only limitation.


Instead, I offered four options to potentially get the info they sought:

  1. Normally I just send the history of months to Excel the do my calculations and summary in Excel.
  2. If all she wanted was a total for all of last year (or X years in the past) change the report to years and press Update. Then she will get the total per year for each partner.
    1158-PickYears
  3. Export the current group (Group Actions > Export Current Group), but instead of picking “Twelve Month Total”, select “Prev Year Total” to export the stored value for 2018 for each contact.
  4. Use the awesome “Gift Query” which will return all gifts for the selected time frame. Copy and paste the Query text below into File > Utilities > Run Query, and then change the dates to what you want.
select OrgGiftCode, GiftDate, Amount, OrgPaymentMethod, FileAs, MailingAddressBlock, UserName as FundRep FROM (GiftView INNER JOIN Contact on GiftView.ContactID = Contact.ContactID) LEFT JOIN [User] on Contact.FundRepID = [User].UserID
where giftdate between #01/01/2018# and #12/31/2018#

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