Articles in this section


  • Reporting Use Cases

    Overview

    Given all the different means of reporting from the CommunitySuite system, it can be difficult to decide which reporting area to go to in order to find the information you're looking to analyze or use. Below are some brief descriptions of when each type of reporting is best used and some example use cases for each area.

    Financial Reporting

    Financial reports are going to be the best place to find aggregated transactional information in almost all cases. Choosing the correct financial report will vary based on the information you’re looking for specifically. The great thing about these financial reports is that if you do realize a different report would be a better means of looking at your data, choosing another report from the left menu options will maintain any date selection, filters and financial views (if applicable).

    Example Use Cases:

    • You’re wanting to review fund balances for upcoming grant commitments
    • You’re wanting to see transactional totals of donation revenue

     

    Filter Reporting

    Filter reports are a great way to get basic information out of the system or as a means to find records in the system. Filter reports do have limited fields available to filter information into or out of the report, so if you are looking to condense your list of items down by something more specific than date or profile type, you’ll probably want to skip filter reports altogether.

    Example Use Cases:

    • You’re looking for a specific transaction; the filter report available in the General Ledger area allows you to filter down to transactions by things like the amount or date.
    • You’re looking for a quick count of how many donations came in on a certain date.
    • You’re wanting to get a comprehensive list into excel to create visualizations.

     

    Standard Reporting

    Standard Reports available are a great way to see summary data for any of the major areas of CommunitySuite. These standard reports also allow for any summary information to be drilled into to see further detail.

    Example Use Cases:

    • You’re looking for a count of donations by campaign.
    • You’re looking at scholarship payments to each school at the end of scholarship season.

     

    Custom Reporting

    Custom reporting is by far the most comprehensive reporting option CommunitySuite has for non-financial information. This option is best used for any need that is beyond what a basic filter or canned report can offer. These reports will allow for aggregation, grouping, additional filter fields, etc.

    Example Use Cases:

    • You want to narrow down a list of donors to invite to a campaign based on the total amount of donations they gave last year.
    • You’re looking for funds that haven’t granted recently

     

    Keep in mind that filter, standard and custom reports are not necessarily looking at transactional data, so there may be discrepancies between these report amounts and your financial statements.

     

     

     

     

     

     

  • Reporting in CommunitySuite

    Overview 

    CommunitySuite hosts a variety of different reporting options to look at the data collected within it. There are four options to consider when looking to extract data: Standard Reports Financial Reports, Filter Reports, and Custom Reports. Each type of report offers distinct benefits depending on what you’re looking to accomplish with the data.

    For a brief summary on when each reporting type should be used, please refer to the following article:

    Standard Reports 

    Standard reports summarize the data within CommunitySuite utilizing pre-defined criteria. The full list of standard reports can be accessed by navigating to Reports from the Home page.  reportingcsuite_1.png

     

    Each standard report can also be accessed from its respective page. For example, the Donations Report can be accessed from the Donations page by clicking Reports in the left side menu on the Donations page then selecting a date range.reportingcsuite_2.png

     

    For more information on Standard Reports, please refer to the following article:

    Financial Reports 

    Financial reports offer a look into the transactional and financial aspects of data entered into CommunitySuite. To access the financial reports, navigate to Financials from the Home page. There are eleven different types of financial reports: Balance Sheet, Income Statement, Cash Flow, Cash Balance, Audit Report, Fund Balance, Trial Balance, Detail Trial, Under Water, Func Expense, and Investment.  reportingcsuite_3.png

     

    For more information on financial reports, please refer to the following article: 

    Filter Reports 

    Filter reports offer a snapshot of information related to the following: Profiles, Donations, Grants, Scholarships, Pledges, General Ledger, Logs and Notes. Filter reports are available in the left side menu of any of the aforementioned pages through the Filter Report option (with the notable exceptions of the General Ledger and Profiles pages). reportingcsuite_4.png

     

    The general ledger filter report is available through the Filter List on the left side menu of the General Ledger page. reportingcsuite_5.png

     

    The profiles filter report can be found under the List option on the Profiles page.reportingcsuite_6.png

     

    For more information on running a filter report, please refer to the following article:

    Custom Reports 

    Custom reports offer the most flexible view of data within your CommunitySuite site. These reports are most useful for non-financial data and allow a user to customize the field selection, filtering, aggregations and sort orders. To access custom reports navigate to the Reports page. reportingcsuite_7.png

     

    For more information on creating and running a custom report, please refer to the following articles:

    Exporting Data 

    All reports can be exported once they have been run, and the export will include all filters and formatting. Within the left menus of any standard, filter or financial report you’ll see the options to either Print Page (Export a pdf version of the visible data on the page) or Export CSV (Export all report data with applicable filtering and formatting to excel).reportingcsuite_8.png

     

    Custom reports may also be exported via the Export button at the top of the report once it has been run. This option will export a CSV version of the report.

    reportingcsuite_9.png

     

    The Print Page option will also be visible in the left side menu of any custom report. 

    In addition to these export options, you can select the entirety of any report, then copy and paste the data into an excel sheet. This option will maintain the page formatting as well as any link directly back to the data displayed.

     

  • Commonly Used Reports

    Reports for Annual Giving Lists

    LYBUNT | donors who have given Last Year But Unfortunately Not This

    Where: Profile Filter Reports

    To produce a 2020 LYBUNT List: 

    • Reverse Filter: Donation Date (Not) After 2019-12-31

    • Add Filter: Donation Date Between 2019-01-01 and 2019-12-31

    • Note this looks at each profile, not household links, and will pull in a household profile even if one member of the household already gave this year.

    SYBUNT | donors who have give Some Year But Unfortunately Not This

    Where: Profile Filter Reports

    To produce a 2020 SYBUNT List: 

    • Reverse filter: Donation Date (Not) After 2019-12-31

    • Add filter: Donation Date Before 2020-01-01

    • Note this looks at each profile, not household links, and will pull in a household profile even if one member of the household already gave this year.

    Reports for Communications

    In all communications reports, remember to filter out Deceased, Inactive, Do Not Email or Do Not Mail. 

    • In Filter Reports, this is through Reverse Filters

    • In Custom Reports, when you select any of these fields you’ll see a Boolean Value field with Yes and No radial buttons. Selecting ‘No’ will remove anyone who is Inactive, Deceased, or has Do Not Mail or Do Not Email applied to their record. You do not need to have these columns listed on your report in order to apply the filters.

    General Mailing or Email List 

    Where: Custom Reports, create ‘Profile’ Report

    To produce this report: 

    • Add relevant columns: Profile ID, Type of Profile, Name, In Household, Household Profile ID, Household Name, Org Contact Name

      • Adding Profile ID enables the ‘+’ & ‘-’ actions on the left sidebar, like add to Campaign.

    • Add columns for how you’d like to communicate with this list: phone, email, mail. 

      • Add Mailing Label and Salutation fields

      • Address String field will include full address, city, state zip

      • Citystatezip field will include these fields with zip code formatted to include preceding zeroes

      • Note: there are additional columns for Primary phone, email and mailing information. When a profile has more than one phone number, email, or mailing address, using Primary contact information columns will only pull the primary into the list. In this example, Elroy has two addresses and both pull into the report when Address is selected:

        When Primary Address is selected, Elroy appears once:

    Remove Household/Individual Duplicates | profile list that is narrowed to households when your household has individuals connected as household members

    Where: Custom Reports, create ‘Profile’ Report 

    To produce this report:

    • Add these columns: Profile ID, Type of Profile, Name, In Household, Household Profile ID, Household Name, Primary Address, Primary Citystatezip

    • Without filters, here’s a sample of how Individuals and Households that are linked together appear. If this were a mailing, three pieces of mail would be sent to 123 Skypad Apartments Rd.

    • Add filter: ‘No’ to ‘In Household’*. 

    This will narrow the list results to Households and Individuals who are not a member of a Household. Organizations are not impacted by this filter and will remain on your list.



    *This filter is also available in filter reports.

    IMPORTANT NOTE: If you have applied other filters that would keep one or more Individuals who are members of a Household on the list but remove their Household, applying the ‘In Household’ ‘No’ filter would remove those Individuals who are Household Members from the list. Therefore, this filter is best used when running broad communications lists without extensive filters.

    Mail to Households Based on Criteria on Individuals | for example, Profile Type data assigned to Individuals, with Households as the desired audience

    Where: Custom Reports, create ‘Profile’ Report 

    To produce this report:

    • Add these columns: Profile Id, Name, Label, Address String, Household Profile Id, Household Label, Household Address String, In Household

    • Add filter: select desired Profile Type(s) from Profile Type ID

    • Add filter: select Individual and Organization in Type of Profile

    This will narrow the list results to profiles who have the selected Profile Types, but also include their household mailing information if they are in a household. It’s possible that two people at the same address would meet this criteria so reviewing your list for duplicate household addresses is recommended.

    Reports with Profiles & Giving

    First Time Donor in Time Range | identify profiles who made their first donation (to any fund) within specific time range

    Where: Profile Filter Reports

    To produce this report for first time donors in 2020:

    • Add Filter: Donation Date after 2019-12-31

    • Reverse Filter: Donation Date before 2020-01-01

    First Donation Date is also listed in the Donor report. 

    First Time Donor to Specific Fund | identify profiles who made their first donation to a specific fund

    Where: Donor Report

    To produce this report for first time donors to specific fund (or list of funds):

    • Add Filter: Donation Filters, Funit ID, select fund(s)

    Giving columns will display data related to specified fund(s)

  • Filter, Canned, and Custom Reports


    This is an overview of reporting in CommunitySuite. Learn more about filter reports, canned reports and custom reports. 

     

     

  • Reclassify Revenue Share Affected Accounts for a Closed Period

    Overview

    If investment activity is allocated out using an incorrect revenue or expenses account and the books have since been closed, more than just a correcting journal entry is necessary. A correcting journal entry will not be properly allocated to the appropriate funds; therefore resulting in an open balance under the revenue share fund and a system error message when trying to close the books.

    Reclassify Revenue Share Affected Accounts for a Closed Period

    1. Go to the statement voucher that requires the correction.
    2. Create a copy of the statement voucher. This allows for an easy correction without needing to create a brand new statement voucher from scratch with the necessary details. 
      reclassifyrev_1.png


    3. After you’ve copied the statement voucher, adjust the line items needing correction to be a negative amount. Be sure to leave the account choice the same, but update the description as needed.
    4. Add a second item with the account that the amount should be allocated to, a description noting the correction, and a positive amount totaling the amount that is being reclassified.

      For example, in the image below, we are correcting a partial amount of $20,000. The first line item is a negative 20,000 to denote the amount that is being reclassified from the incorrect account, and the second line item is a positive 20,000 to denote the amount that is being reclassified to the correct account.
      reclassifyrev_2.png

    5. Post the new statement voucher with the two items. 
     
  • Default Reports

    See below for brief descriptions of each default report within CommunitySuite. This does not include financial reports, for descriptions of each financial report, click here.

    From the Reports page, the default reports are listed in the left column.

    mceclip1.png

    Donation Reports

    • Donations
      • Fields Included: ID, Date, DonorID, Donor Name, Amount, Fund, PledgeID, LegacyID
      • Report Details: This report is a detailed listing of donations for the selected date range. It is automatically sorted by ascending date and then by donor.
    • Donations by Fund 
      • Fields Included: Fund, Count, Internal (Internal Grants), External, Total
      • Report Details: This report is a summarized listing of donations for the selected date range. It sorts the data by fund group and then by fund name. A subtotal for each group will show as well as a combined total.
    • Donations by Fund Type
      • Fields Included: Fund, Count, Internal, External, Total
      • Report Details: This report is a summarized listing of donations for the selected date range. It sorts the data by fund type and then by fund name. A subtotal for each type will be visible as well as a combined total.
    • Donations by Campaign
      • Fields Included: Campaign, Amount
      • Report Details: This report is a summarized listing of donations by campaign (excluding invoices).
    • Memorial Donations
      • Fields Included: Tribute, Donations, Amount
      • Report Details: This report is a summarized listing of donations by tribute.
    • Advised Donations
      • Fields Included: ID, Date, DonorID, Donor Name, AdvisedDonorID, Advisor, Amount, Fund, PledgeID, LegacyID
      • Report Details: This report is a detailed list of donations with a donation advisor (soft credit).

     

    Donor Reports

    • Donor
      • Fields Included: Profile Id, Deceased, Type Of Profile, Name, First Name, Last Name, Work Name, Work Title, Count, Total, Max, Latest, First Date, Last Date, Years (potential for multiple columns), All Primary Address Fields, Do Not Mail/Email/Call, Primary Email, Primary Phone, Profile Types, Engagement Strategy, Anonymous, Grant Type Interests, Org Roles
      • Report Details: 
        • This report brings together a wide range of information about a donor and summarizes it into one line per donor. 
        • This report only looks at donations, it does not look at invoices.
        • You have the ability to save, filter, or export this report as needed.
        • All fields and calculations are affected by the filters you add. For example, assume a donor made their very first gift in 2005 and then gave yearly after that. If you run this report for 2015 through 2020, the first gift would appear to come from 2015.
    • Donors by Fund
      • Fields Included: Fund, Donors, New Donors, Amount
      • Report Details: This is a summarized listing of donors by fund and is sorted and subtotaled by fund group and then by fund name. In order to see the individual donors you would need to drill into the donor count link on the fund itself.

     

    Grant Reports

    • Grants
      • Fields Included: GrantID, SshipID, Date, Status, GranteeID, Grantee, Amount, Funded, Direct, Indirect, Fund, Description, Grant Cycle, MasterGrantID, LegacyID
      • Report Details: This report is a detailed listing of grants for the selected date range. It also includes grants that were created to pay scholarship awards.
    • Grants (nonscholarship)
      • Fields Included: GrantID, SshipID, Date, Status, GranteeID, Grantee, Amount, Funded, Direct, Indirect, Fund, Description, Grant Cycle, MasterGrantID, LegacyID 
      • Report Details: This report is a detailed listing of grants for the selected date range. It excludes grants that were created to pay a scholarship award.
    • Grants by Fund
      • Fields Included: Fund, Count, Internal, External, Non-Scholarship, Scholarship, Total
      • Report Details: This report is a summarized listing of grants by fund for the selected date range. The funds are sorted by fund group then by fund name.
    • Grants by Fund Type
      • Fields Included: Fund, Count, Internal, External, Non-Scholarship, Scholarship, Total
      • Report Details: This report is a summarized listing of grants by fund for the selected date range. The funds are sorted by fund type then by fund name.
    • Grant Payments
      • Fields Included: VoucherID, Voucher Date, Voucher Status, GrantID, SshipID, GranteeID, Grantee, Amount, Fund, Description
      • Report Details: This report is a detailed listing of dollars actually paid out for grants regardless of when the grants were awarded. This report does not show a total, if you would like a total you can export to Excel and add a total there.

     

    Scholarship Reports

    • Scholarships
      • Fields Included: SshipId, Award Date, Status, Student, Amount, Deferred Date, Cancel Date, Cancel Amount, Terminated, Scholarship, Fund
      • Report Details: This report is a listing of scholarships awarded for the date range selected.
    • Scholarships by Fund
      • Fields Included: Fund, Count, Total  
      • Report Details: This report is a summary of the scholarships awarded by fund for the date range selected. The funds are sorted and subtotaled by fund group and then by fund name. To see individual awards you must click the dollar amount link.
    • Students
      • Fields Included: StudentID, Student, Count, Amount, Cancel Amount 
      • Report Details: This report is a summary of scholarships awarded by student for the time range selected.
    • School Payments
      • Fields Included: VoucherID, Voucher Date, Voucher Status, GrantID, SshipID, GranteeID, Grantee, Student, Student Number, Amount, Fund, Description
      • Report Details: This report is a detailed listing of payments for scholarships. Totals are not shown in this report, export to Excel to add totals and/or subtotals.
    • School Summary
      • Fields Included: GranteeID, Grantee, Amount
      • Report Details: This report is a summarized listing of scholarship payments by grantee (scholarship payment recipient) for the date range selected.

     

    Grant Cycle Reports

    • Summary
      • Fields Included: ID, Name, Date, Donors, New, Donations, Average, Internal, External, Grantees, Submitted, Rejected, Requested, Funded Direct, Funded Indirect, Total Funded, Percent Funded, Paid 
      • Report Details: This report is an overview of all grant cycles (catalogs). This overview report includes links to various other reports. 
        • The grant cycle (catalog) name will take you to an overview of that particular grant catalog. 
        • Click the number of donors in any given row and it will take you to the donor report for that grant cycle and date range. 
        • Click the amount under the donations column to view the individual donations that make up that amount. 
        • Click the total funded value to view a report showing the specific grants awarded.

     

    Grantee Reports

    • Grantees
      • Fields Included: ID, Grantee Name, New, Amount, Zipcode, Email, Phone
      • Report Details: This report is a summarized list of all grants awarded by grantee, sorted by the grantee name. Clicking the "+" (plus sign) next to the amount header will expand the amount based on the value chosen (year, quarter, or month).
    • Grantees by Fund
      • Fields Included: Fund, Grantees, New Grantees, Amount
      • Report Details: This report is a summarized listing of grant amounts and count of grantees by fund. It is sorted by fund group and then by fund name. Click on the grantee count to show the actual grantees for the grants from that specific fund, in the date range selected for this report.

     

    Fund Reports

    • Summary
      • Fields Included: Fund Group, Fund Balance (CY), Fund Balance (LY), Donations (CY), Donations (LY), Grants (CY), Grants (LY)
      • Report Details: This report relies on the fund group. It show donations, grants, and balances by fund group. You can view the data in a table or graphically.
    • Funds Opened
      • Fields Included: Fund, Open Date
      • Report Details: This report is a quick list of the date opened for funds that were opened in the date range you selected.
    • Funds Closed
      • Fields Included: Fund, Close Date
      • Report Details: This report is a quick list of the date closed for funds that were closed in the date range you selected.

     

    Voucher Reports

    • Vouchers
      • Fields Included:  VoucherID, Date, Status, VendorID, Vendor, Amount, Reference Number
      • Report Details: This report is a detailed listing of vouchers with a voucher date within the range you selected. This report excludes statement vouchers.
    • Vouchers by Fund
      • Fields Included: Fund, Count, Total
      • Report Details: This report is a summarized list of vouchers by fund with a voucher date that is within the range you selected. This report is sorted and subtotaled by fund group and then by fund name. This report excludes statement vouchers.

     

    Vendor Reports

    • Vendors
      • Fields Included: ID, Vendor Name, Amount, Zipcode, Email, Phone, Need 1099
      • Report Details: This report is a summarized list of vouchers by vendor with a voucher date within the range you selected. Clicking the "+" (plus sign) next to the amount header will expand the amount based on the value chosen (year, quarter, or month). When exporting this report, the vendor address information will be included.
    • Vendors by Fund
      • Fields Included: Fund, Vendors, Amount
      • Report Details: This report is a summarized listing of vouchers by fund with a voucher date within the range you selected. Clicking the vendor count will take you to the vendors report for the fund and time frame selected.
    • Vendors Paid
      • Fields Included: Vendor, Legal Name, Address, EIN, SSN, Employee, Need 1099, First Check, Last Check, Amount, Irs_none
      • Report Details: This report is a summary of vouchers by payment date by vendor. This report also calculates the 1099 information based on the vendor and the general ledger account of the vouchers paid to the vendor. 
        • When exported, it also includes the address information for the vendors so the export file can be used to generate 1099's.
        • This report only pulls in payments that were processed through vouchers (excluding grants and scholarships) and only checks that issues out of CommunitySuite. If you migrated over to CommunitySuite during the year any checks issued in a prior system would not be included in this report.

     

  • Send a Custom Fund List to a 990 Report
      1. Select Reports from the Home page.


      2. In the Custom Reports window, click Create next to the type of report that you want to create.

    Specific financial reports such as balance sheet, income statement, cash flow, etc., can be found on the Financials page.

    1. Scroll through the list and select Funit Id. If desired, continue adding additional fields.

    2. Select Send to 990 Donor ReportSend to 990 Grantees Report, or Send to 990 Support Calculation.

    3. Enter the Financial Year, the Total Donations Exceeding (x) amount, the click Submit.
       
     
  • Grant Cycle Report

    After running an online Grant Catalog to crowdfund for nonprofits, your foundation can report on the resulting funding and the funders. 

    The online grant catalog uses Grant Cycle dates to establish the beginning and end date of the Grant Catalog. Grant Cycles can be found in Grants on the left-side of the screen.

    To report on a grant cycle (or the time your Grant Catalog is active):

    • Go to Reports
    • Click Grants By Fund
    • Choose the date(s) applicable, for example - Quarter 2
    • Select the Fund that your grants ran through

    The system will generate the report with all the transactions for that grant cycle.

     
  • Summary Report*

    Your software can create a Fund Summary Report. It is grouped by your Fund Groups.

    • Go to Reports
    • Select Summary under Fund Reports

    You will see a dashboard of transactions and activity.

    • Review the Fund Summary Report table and select any hyperlinked number to get all the transactions or details on what makes up that number
    • Choose the hyperlinked total dollar amount (eg. $2533) under Donations to get a Donation Summary Report or choose the total Fund Balance for a Balance Sheet

    To download all data in the date range for export, select Export CSV from the left side of your screen or Print Page for the current view.

    Important information for donations that are Anonymous - Please note:

    • Donation Reports show all donations. This report retains anonymity for all donors who requested to be anonymous.
    • Donor Reports show all donors who gave. This report will NOT retain anonymity, it will list all donors including those who selected or requested to be anonymous.
     
  • Vendors Paid Report

    The Vendors Paid Report can be used to track payments made to Vendors by your Foundation, and build out your IRS 1099 form.

    After selecting a Custom Date or Common Date Range, the Vendors Paid table will display a list of all Vendors who received payments from your foundation during the specified date range. Each line item will display the following fields:

    • Vendor - The Vendor record of a profile within CommunitySuite.
    • EIN - Employee identification number; specified within the associated vendor Profile.
    • Employee - A Profile Designation that can be assigned within the vendor's Profile.
    • Need 1099 - Used to track whether or not a vendor needs a 1099 form; designated within the Vendor Record of a vendor's Profile.
    • First Check - First check paid to the vendor within the specified date range.
    • Last Check - Last check paid to the vendor within the specified date range.
    • Amount - Amount of the last check paid to the vendor (within the specified date range).
    • IRS_Box(#) - Corresponding box number from IRS 1099 form; specified within the Account that a vendor is paid from.
      • If an IRS_Box is selected on the associated account, the amount from the Last Check will display within the corresponding IRS_Box(#) column.

    Vendors.png

  • Donor Report

    The donor report provides a high-level overview of the contributions that have been made from each donor; as well as donor contact information, and certain customer relationship management (CRM) information. 

    Below you'll find a description of each field in the report, limitations, dependencies, and where the data from each field is pulled from.

    Profile Id

    Description: 

    Unique profile ID that's assigned when a profile is created.

    Source: 

    Pulled from the profile.

     
     
    Deceased

    Description: 

    Whether or not the profile (person) is deceased.

    Source:

    Donor Profile

     

    Type of Profile

    Description: 

    Whether the profile is an individual, household, or organization.

    Source: 

    Donor Profile

     

    Name

    Description: 

    This is a combination of the last name, suffix, prefix, first name, and middle name that's associated with the profile.

    Source:

    Pulled from the profile.

     

    First Name

    Description: 

    The first name of the profile.

    Source: 

    Pulled from the profile.

     

    Last Name

    Description: 

    The last name of the profile.

    Source: 

    Pulled from the profile.

     

    Work Name

    Description: 

    This is the individual's (profile's) place of work.

    Source: 

    Individual Profile - pulled from the Work Organization section of the profile.

    Limitations: 

    Specific to Individual profiles. If the profile is an organization, the organization name will display in the Name column.

     

    Work Title

    Description:

    This is the individual's (profile's) title at their place of work.

    Source: 

    Pulled from the Work Title section of the profile.

    Limitations: 

    Specific to Individual profiles. If the profile is an organization, the organization name will display in the Name column.

     

    Count

    Description: 

    The number of donations that the profile has made since being created.

    Source: 

    Pulled from the donor profile.

    Limitations:

    Does not include pledges.

     

    Total

    Description: 

    The total amount of money donated by the profile since the profile was created.

    Source: 

    Pulled from the donor profile.

    Limitations:

    Does not include pledges.

     

    Max

    Description: 

    The largest donation that the profile has given since the profile was created.

    Source: 

    Pulled from the donor profile.

    Limitations: 

    Does not include pledges.

     

    Latest

    Description: 

    The donation amount from the most recent donation. 

    Source: 

    Pulled from the donor profile.

    Limitations: 

    Does not include pledges.

     

    First Date

    Description: 

    The date that a profile made it's first donation. 

    Source: 

    Pulled from the donor profile.

    Limitations: 

    Does not include pledges.

     

    Last Date

    Description: 

    The date of a profile's most recent donation.

    Source: 

    Pulled from the donor profile.

    Limitations: 

    Does not include pledges.

     

    Year Columns (2012, 2013, 2014, etc.)

    Description: 

    Year columns show the sum of all donations made from a profile in a given financial year.

    Dependencies:

    • If you've configured financial offsets in System Data, they will be factored into the year columns. For example, if you have a financial offset of -6 months, the numbers in the 2018 column would reflect donations from 2017-07-01 to 2018-06-30.

    Limitations:

    • Does not include pledges.
    • Year columns will always reflect the financial year by default, however, you can use the filter tool to select non-financial date ranges if needed.

    Source:

    Pulled from the donor profile.

     

    Primary Address, City, State, Zipcode, Country, Email, and Phone Number

    Description: 

    The profile's primary address, city, state, zipcode, country, email, and phone number.

    Source:

    Pulled from the profile.

     

    Do Not Mail, Email, or Call

    Description: 

    Indicates whether or not the profile wants to receive mail, emails, and/or phone calls from your foundation.

    • Yes = the profile does not want to receive mail, emails, or calls.
    • No = the profile wants to receive mail, emails, or calls.

    Limitations: 

    This is simply a tag on the profile. It does not remove the ability to create and/or send letters, envelopes, receipts, etc. for the profile.

    Source: 

    Pulled from the profile.

     

    Profile Types

    Description: 

    Profile type that's assigned to the profile.

    Source: 

    Pulled from the donor profile. For more information, check out Create Profile Types

     

    Engagement Strategy

    Description: 

    Engagement strategy that's assigned to the profile.

    Source: 

    Pulled from the donor profile. Check out Create Profile Types for more information.

     

    Grant Type Interests

    Description: 

    Grant type interests that are assigned to the profile. 

    Source: 

    Pulled from the profile.

     

    Org Roles

    Description: 

    Org roles that are assigned to the profile. 

    Source: 

    Pulled from the profile.

  • Custom Report Types

    Below you'll find descriptions for the custom reports that are available in CommunitySuite, use case scenarios for each report, and the limitations of each report.

    For instructions showing how to generate custom reports, please refer to Run Custom Reports and Filter, Canned, and Custom Reports.

    Account

    Description: Chart of Accounts table. 

    Usage: To review chart of accounts and settings. Also includes access to account type fields.

    Limitations: Does not include balances or entries, just the chart of accounts information. Use General Ledger to get transactions.

     

    Account Type

    Description: Lists the various general ledger account types in your general ledger. 

    Usage: To review the account types. There are no related fields.

    Limitations: Only lists the account types. To get the chart of accounts for the types, use accounts. To get the transactions within the types, use General Ledger.

     

    Action

    Description: Lists the various actions and objects in the system

    Usage: To review the action codes. There are no related fields.

    Limitations: Only lists the action codes. Generally only useful for an administrator.

     

    Admin Fee

    Description: Lists the admin fees calculated. 

    Usage: Use to report on particular admin fee batches or admin fees charged to a fund. Includes access to the fund fields and the codes under the fund (like division, group, subgroup).

    Limitations: Does not include the full admin fee type coding, just the description.

     

    Budget

    Description: Lists the fund budgets. 

    Usage: Use to report on budget information. Related to fund and GL account. Includes year. Use budget year to get the year for the budget (format is still date, will be 1/1/year) and budget date to get the month and year that the budget applies to. 

    Limitations: Does not include the actual expense so can not be used for budget versus actual comparisons.

     

    Campaign

    Description: Lists campaign information

    Usage: Use to review list of campaigns

    Limitations: Does not include transactional information like ticket sales, or donations connected to a campaign..

     

    Campaign Group

    Description: Lists campaign group codes and descriptions

    Usage: Use to review list of campaign groups

    Limitations: Only lists the groups - no related information.

     

    Campaign Profile

    Description: Use to see the donor campaign listing - what campaigns was a donor invited to.

    Usage: Review invites for a profile, attended for a campaign or other overall stats.

    Limitations: Does not include financial information, like ticket sales or requests and groups. It is just the profile and the top level campaign info.

     

    Check

    Description: Use to see the list of checks processed (including electronic payments).

    Usage: Review check runs, get list of payments to a vendor or other payment items.

    Limitations: Does not include grant/scholarship info. Use check vouchers to see this information. Electronic is not available as a field. Check number will be blank for electronic payments. Does not include reconciled flag/date so can not get reconciliation lists.

     

    Check Voucher

    Description: Use to get vouchers that were processed into checks. Note that there can be multiple vouchers on a single check, so it is possible to have the same check number in this list more than once.

    Usage: Use to get checks related to grants or when needing other voucher related information along with the checks. Note that the total voucher paid amount for a check number will equal the amount on the check report.

    Limitations: None

     

    Deposit

    Description: Lists Stripe deposits net of fees

    Usage: Use to get listings of past deposits for audit or reconciliation purposes for Stripe payments with the fees removed so you can match actual deposits into your bank account.

    Limitations: Stripe payments only. These are the auto-reconciled transactions. Use the Till Deposits report to get a list of bank deposits.

    Distribution Type:

    Description: Use to list the distribution types that are used for calculations. 

    Usage: Use this to review your spending policy calculations or produce a list for your auditors.

    Limitations: Only lists the type codes. Use distributions to get the amounts of the various distribution runs.

     

    Distributions

    Description: Use to get results of distribution calculations runs. Includes links to fund fields.

    Usage: Use to get listings of past distribution runs or how spendable balance was set for a particular fund or funds.

    Limitations: The description gives you the calculation and amount gives you the calculation results. For instance, the description could be 3% of 500,000.00 so amount would be 15,000. There are not fields for the percentage or the balance, just the result.

     

    Division

    Description: Lists the division code table (define division code and use)

    Usage: Use to get a list of the divisions in your database.

    Limitations: Only lists the divisions, does not allow you to see funds. Start your report from funds to get the list of funds by division.

     

    Donation

    Description: Lists donation and related profile and fund information

    Usage: When you need to do donation analysis by donor (for example first, last, average, donor retention, giving patterns) or fund

    Limitations: Tax deductible portion only. To get all incoming monies from a donor, you would need to join this with an invoice report (the non-gift amounts). Also note that if an individual who is under a household makes a donation, the individual profile will be listed. The household profile ID is available, but not the household name.

     

    Engagement Strategies

    Description: Lists the engagement strategies code table.

    Usage: Use to review your list of engagement strategies.

    Limitations: Only the code table. To analyze profiles by engagement strategy, use the profiles report.

     

    Donation Type

    Description: Lists the donation type table.

    Usage: Use to review your list of donation types and revenue accounts.

    Limitations: Only the code table. To analyze donations by donation type, use the donations report.

     

    Fund

    Description: Lists fund information and related tables

    Usage: Use to review funds and fund settings

    Limitations: Does not include fund activity or financial numbers - balance, spendable, available cash, first/last grant, donation, etc. Use donation, voucher or grant reports to get activity within a fund. The following fields are updated each night at midnight: Current Fundbalance, Current Principal, Current Spendable.

     

    Fund Advisor

    Description: Lists all profiles that are fund advisors

    Usage: Use to review things like notify and statement settings for your fund advisors

    Limitations: Does not include fund information so each profile is only listed once regardless of the number of funds they are attached to. To see the relationship to all funds, use the Fund Advisor Fund report.

     

    Fund Advisor Fund

    Description: Lists all profiles that are fund advisors and the funds they are associated with

    Usage: Use to review advisors for funds or to get profile information for things like fund anniversary dates

    Limitations: Same as funds as only non-financial fund information is available.

     

    Fund Beneficiary

    Description: Lists the beneficiary, fund and percentage information for any and all fund beneficiaries.

    Usage: Use to review your fund beneficiaries

    Limitations: None

     

    Fund Group

    Description: Lists the fund group code table

    Usage: Use to review your fund groups

    Limitations: Does not lists funds assigned to groups. To see funds by group, use the funds report.

     

    Fund Subgroup

    Description: Lists the fund subgroup table

    Usage: Use to review your fund subgroups

    Limitations: Does not list funds assigned to subgroups. To see funds assigned to subgroups, use funds report.

     

    Fund Segment

    Description: Lists the fund segment code table

    Usage: Use to review your fund segments

    Limitations: Does not lists funds assigned to segments. To see funds by segment, use the funds report.

     

    Fund Division

    Description: Lists the fund division code table

    Usage: Use to review your fund divisions

    Limitations: Does not lists funds assigned to divisions. To see funds by division, use the funds report.

     

    Gender

    Description: Lists the gender table contents

    Usage: Use to list the various gender options available in your site

    Limitations: Just a list of possible values. Use the Profiles report to see the profiles they are assigned to

     

    General Ledger

    Description: Lists general ledger transactions

    Usage: Use to get general ledger activity reports - transactions by account or division or other fund codes

    Limitations: None

     

    Grant

    Description: Lists grants and related information

    Usage: Use for things like grants by grant type or grants by fund.

    Limitations: Does not include paid amount or payment schedule. Use vouchers or checks to get paid amount and grant payment to get payment schedule.

     

    Grant Cycle

    Description: Lists grant cycle codes and values.

    Usage: Use to review the grant catalogs/cycles.

    Limitations: Only header/descriptive data - no dollars except funding goal.

     

    Grant Payment

    Description: Lists payment schedule items

    Usage: Use to get future planned payments to review all payments scheduled for grants. Note that amount is the full grant amount.

    Limitations: Does not include status on whether line is paid or not. Would need to be joined with voucher data in a separate tool to see if a voucher exists and payment status.

     

    Grant Type

    Description: Lists grant types in your system

    Usage: Use to review your grant type codes

    Limitations: Only the code table. To get lists of grants by grant type, use the Grants report.

     

    Group

    Description: Lists groups in your system.

    Usage: Use to review your list of groups, including if it is an admin group.

    Limitations: Only the list of groups. Does not list permissions or users assigned to group. Use User Group to get users assigned to group. Use Group Action to see list of permissions for a group/

     

    Group Action

    Description: Lists permissions for a group. Includes group fields to get the group name.

    Usage: Use to review your permissions by group.

    Limitations: Does not get users. Use User Action to get list by users of what they are able to do.

     

    Household Profile

    Description: Lists household profiles in the system.

    Usage: Use to review or list your household profiles. Essentially the same as the profile listing, but just limited to household profiles. 

    Limitations: Note that a profile can appear multiple times in this list because of the relationships to emails, phone numbers and addresses. If using any of those relationships, it is best to try and limit to a single one by using primary (the “profile Aep ID fields” area) or a filter on the address, email or phone that will limit to just one occurrence or export into another tool (like Excel) and dedupe the list before using.

     

    Invoice

    Description: Lists invoices and related information.

    Usage: Use to get listings of non-gift payments due and/or paid with fund and profile information.

    Limitations: Does not have accounting information. Use Invoice Item report if you need GL information.

     

    Invoice Item

    Description: Lists invoice detail and related items

    Usage: Use to get detail (description) of non-gift payments due and/or paid along with GL account information.

    Limitations: Does not have paid amount. Use invoice report to get paid value of invoice.

     

    Log

    Description: Gets audit log and employee information.

    Usage: Use for reviewing/auditing data changes.

    Limitations: None

     

    Nonprofit

    Description: Gets nonprofit and profile information for profiles that have a “Profile Is” of “Nonprofit.”

    Usage: Use for reviewing/listing nonprofits such as when reviewing who you want published in the nonprofit directory..

    Limitations: None. See limitations in profiles for notes about how using address/email/phone can affect your results.

     

    Nonprofit Category

    Description: Gets list of nonprofit categories you have defined in your system.

    Usage: Use for reviewing/auditing list of categories.

    Limitations: Does not include nonprofits assigned to categories or other usage information. Use Nonprofit to list the organizations attached to the category.

     

    Note

    Description: Gets notes and related information

    Usage: Use to get listings of notes and their relationships

    Limitations: Notes use a reference and reference ID to point to many tables in the system. While you can see these values, they are not linked to the various records (donations, grants, scholarships, profiles, etc.)

     

    Opportunity

    Description: List opportunities and related fields

    Usage: Use to build listings of open opportunities by type or stage, pipeline dashboards or other views.

    Limitations: Does not contain link to donation if opportunity resulted in a donation so you can see opportunity amount, but not amount realized.

     

    Opportunity Type

    Description: Lists opportunity type codes

    Usage: Use to review your list of opportunity types.

    Limitations: Code table only and does not include the stages of the types.

     

    Org Role

    Description: Lists org role codes and values

    Usage: Use to review your list of org codes

    Limitations: Code table only. To get profiles assigned to org codes and organizations, use Profile Org Role report.

     

    Payment Method

    Description: Lists payment method codes and values

    Usage: Use to review your payment method options

    Limitations: Code tables only. To get donations by payment methods, use the donations report.

     

    Permission Audit Log

    Description: Lists log of changes to Permissions.

    Usage: Use to review changes to Group Permission settings.

    Limitations: None.

     

    Pledge

    Description: Lists pledges and related information from fund and profile.

    Usage: Use to see pledge reports such as pledge amount versus open amount, pledges by profile or fund or other listings.

    Limitations: Only contains summary information for amount and paid. To see the payment due dates, use the Pledge Payment report.

     

    Pledge Payment

    Description: Lists payment lines for pledges (paid and unpaid) and related information

    Usage: List payments made or open payments with profile and/or fund information. Export for mail merge of pledge payment letters.

    Limitations: Does not contain fund information. To look at fund information, use Pledges and merge with pledge payment data to see open pledge amounts by fund.

     

    Profile

    Description: Lists profile information.

    Usage: List profile information for review and other uses.

    Limitations: No financial numbers (like donation amounts or grant amounts), just the base profile information. Note that a profile can appear multiple times in this list because of the relationships to emails, phone numbers and addresses. If using any of those relationships, it is best to try and limit to a single one by using primary (the “profile Aep ID fields” area) or a filter on the address, email or phone that will limit to just one occurrence or export into another tool (like Excel) and dedupe the list before using.

     

    Profile Address

    Description: Lists profiles and the address(es) related to them.

    Usage: Use to build profile lists for address verification or mail merge usages.

    Limitations: Profiles can appear multiple times in the result set. This can list email, phone number and street address. If they have multiple values and the fields are included on the report, then every possible combination will appear. For instance, if a profile has 2 email addresses, 3 phone numbers and 2 street addresses and you were including all of these fields in the results, it would appear in the list 12 times (2 times 3 times 2). You can avoid this by using filters to remove multiples or by deduping in another tool after exporting (like Excel).

     

    Profile Address Type

    Description: Lists profile address types..

    Usage: Use to review the types you have created in your system.

    Limitations: Does not access profiles. Use the Profiles or Profile Address reports to get the profiles assigned to a profile address type.

     

    Profile Email

    Description: Lists email addresses that are assigned to profiles.

    Usage: Use to get a list of email addresses.

    Limitations: Does not include access to profile information (like names). It is just the information related to emails To get a list that includes the profile information, use Profile or “Profile Address.” Also does not include the link to the profile when including the profile ID.

     

    Profile Fund

    Description: Lists profiles and the funds they are related to.

    Usage: Use to review profile fund relationships, look for funds without a particular relationship or other listings.

    Limitations: Can’t be used to list funds that don’t have a relationship, for example, you can’t say show me DAF funds that do not have a successor advisor. You would need to join the results from this report and a fund listing in GDS to see that list.

     

    Profile Fund Category

    Description: Lists the profile fund category codes and values.

    Usage: Use to review your list of relationships available for profiles to funds.

    Limitations: Code table only, no related data like fund or profile. Use the Profile Fund report to see the relationships.

     

    Profile Org Roles

    Description: Lists profile org role codes

    Usage: Use to review list of possible profile org roles.

    Limitations: Code values only. Use profile org role to review the assigned profiles to an org role.

     

    Profile Org Role

    Description: Lists profile org roles and related information (profile, organization profile and org role).

    Usage: Use to review lists of profiles with particular roles and who they are related to, get all relationships for a particular organization or organizations or other listings.

    Limitations: No way to see organizations without a particular role assigned. Would need to merge this list with an organization profile list in GDS for that assessment.

     

    Profile Payment

    Description: Use to get profile payment summary information.

    Usage: Use to see payments entered through Profile payments – all Stripe transactions and other manual entered items for things that have invoice (non gift) items involved..

    Limitations: Only has access to the payment total information. Use Profile Payment Item to see the individual donations/vouchers that are created.

     

    Profile Payment Item

    Description: Use to get profile payment detail information.

    Usage: Use to see donations, vouchers and/or tickets that are associated with a particular profile payment.

    Limitations: Only has access to the items that are in the Profile payment screen – no links to the donation, voucher or ticket purchased.

     

    Profile Phone

    Description: Lists phone number(s) that are assigned to profiles.

    Usage: Use to get a list of phone number(s) in use by a profile.

    Limitations: Profile information is included, so you can create multiple values of the same profile. Note that one of the relationships in the profile is the “Profile Profile Phone ID” group which utilizes the same table. Do not include fields from that area when running this report as it would be a duplicate occurrence of the same profile to get that information. 

     

    Profile Primary Address Email Phone

    Description: Lists primary address/phone/email that are assigned to profiles.

    Usage: Use to get a list of profiles and address, email or phone that only utilizes the primary of each of these. This avoids the possibility of multiples as you can only have one primary assigned to each type.

    Limitations: Profile can not be listed from here - only the profile ID is available. If you want the profile information, use the “Profile” and only include address, email or phone numbers from the “Profile Type Id Fields” area. Also does not include the link to the profile when including the profile ID.

     

    Profile Type

    Description: Lists profile type codes and values

    Usage: Use to review the list of profile types in your system

    Limitations: No related information. Use the Profiles report to see assigned profiles for profile types.

     

    Revenue Share

    Description: List revenue share processing results and related information

    Usage: Use for listings of revenue share to see total activity by fund or review particular batches.

    Limitations: None

     

    Scholarship

    Description: Lists scholarships and related information (student profile, fund, 

    Usage: Use to get listings of open/paid scholarships, scholarships by student or other listings.

    Limitations: No payment dates or school info. Use the scholarship payment report to see that information.

     

    Scholarship Payment

    Description: Use to get scholarship payment detail and related information (scholarship item, school profile and grant)

    Usage: Use to see payments to schools or open scholarship payment details.

    Limitations: Only has access to student profile ID and name, not full student profile. No fund information available. To get either of these, use the Scholarship report.

     

    Service Area

    Description: Lists service area codes and values

    Usage: Use to review your listing of service areas

    Limitations: No zipcode assignment information, just the service area ID and name.

     

    Steward

    Description: Lists steward values

    Usage: Use to review your possible stewards in your database

    Limitations: No profile assignment information. Use the Profiles report to see profiles assigned to the stewards.

     

    Supporting Org

    Description: Lists the supporting org profiles in your database

    Usage: Use to review your supporting org list

    Limitations: Does not list the funds assigned to the supporting org. Use the Funds report to list the funds assigned to supporting orgs.

     

    Task

    Description: Lists tasks and related information

    Usage: Use to review all open tasks, tasks by employee, see completed tasks by employee or groups of employees.

    Limitations: None

     

    Task Type

    Description: Lists task type codes and values.

    Usage: Use to review your listing of task type codes.

    Limitations: No task information, just the codes. Use the Task report to see tasks by task type.

     

    Till Deposit

    Description: Lists bank deposits performed through the Till.

    Usage: Use to build reconciliation or audit reports for manual bank deposits.

    Limitations: Does not include Stripe deposits. Use Deposits for the auto-reconciled Stripe transactions. Also does not include amount of total deposit – Cash Amount is just the amount of cash that was part of the transaction – or detail lines/checks that were in the deposit. This is just a list of deposits.

     

    Tribute

    Description: Lists tribute values.

    Usage: Use to see the list of tribute campaigns.

    Limitations: No donation information, just the campaign name and honor/memory. Use donations report to see donations for a tribute campaign. 

     

    Tribute Notify Report

    Description: Lists donation fields and all tribute notify fields

    Usage: Use to see the list of tribute notifications

    Limitations: None.

     

    User

    Description: Lists user values.

    Usage: Review your list of users for your system.

    Limitations: No group information or permission information available.

     

    User Action

    Description: Lists user and actions they are able to perform in CommunitySuite.

    Usage: Use to get the permissions audit list for all users in the system.

    Limitations: Does not list the group a user is assigned to that gets the permission.

     

    User Group

    Description: Lists user and group assignment.

    Usage: Review your list of users and group assignments for your system

    Limitations: Does not show permissions. Join with results from “User Action” to show permissions also.

     

    Voucher

    Description: Lists vouchers and related information

    Usage: List vouchers and payment information, get list of pending payments (filter on voucher status) including fund and profile (payee) info.

    Limitations: Accounting information is limited to the asset account for statement vouchers. Check information is not linked here. Use Checks report to get check information.

     

    Voucher Item

    Description: Lists voucher detail and related information.

    Usage: Use to get voucher information for campaigns

    Limitations: Does not contain accounting information except asset account for statement vouchers.

  • Custom Reports: Field Types & Aggregates

    Below are definitions of the various field types, and aggregates, available in custom reports.

    For instructions showing how to generate custom reports, please refer to Run Custom Reports.

    Field Types

    Boolean

    A field that can be one of two values (Yes or No).

    Varchar

    A variable character field with an indeterminate length.

    Numeric

    A numeric field hold numbers to be calculated.

    Integer

    An integer field uses whole numbers (no fractions or decimals).

    Date

    The date associated with a piece of data (YYYY-MM-DD).

    Array

    A collection of variables.

     

    Aggregates

    Count

        The number of rows in a column.

    Dcount

        The distinct number of instances of data in a column.

    Sum

        The sum on an amount.

    Avg

        The average of an amount

    Min

        The minimum amount in a field

    Max

        The maximum amount in a field.

     

  • Run Custom Reports

    Run custom reports for customer relationship management (CRM) data, and certain financial data in CommunitySuite.

    1. Select Reports from the Home page.




    2. In the Custom Reports window, click Create next to the type of report that you want to create.




      Specific financial reports such as balance sheet, income statement, cash flow, etc., can be found on the Financials page.

    3. Scroll through the list or Search Available Fields, then select a field to add it to the report.

      Custum_Reports.png


      • If the field is not available, try searching for it in a different (but similar) report.
      • Add the Funit Id field to any report (where that field is available) and you will see options to Send To 990 [DonorGrantees, or Support Calculation] Report.

    4. Select Total Column to total the data from all rows in the column. The total will display in a new row at the bottom of the column.




    5. Select how you'd like to aggregate the data from the selected field.

      Custom_report_5.png


      The available Aggregate options are dictated by field type (Integer, Boolean, Numeric, etc).

      Repeat steps 3 - 5 until all desired fields have been added.

    6. To change the order of your columns, left-click and hold on the three lines to drag the fields up or down.

      Change the aggregate information of a different field by clicking on a field name in the Current Fields column.

    7. Click Group By to group your data by the current field.




      Data can only be grouped by a single field.

    8. Sort the column in Ascending or Descending order.




      In this example, the report is grouped by Fund Name. Since Fund Name is a variable character (Varchar) field, the column will be sorted in alphabetical order from A-Z (Ascending), or Z-A (Descending).

    9. In the Column Sort Priority selection, drag and drop each column name into a desired hierarchy to prioritize how your columns are sorted.

      Custom_Report_9.png


      If you grouped your data by a specific field, that field will be the first field listed in the Column Sort Priority.

    10. Specify the Max Results (maximum number of results) that you want to generate, the number of Results Per Page, or select Show All to show all results generated by the report.

      custom_report_10.png


    11. Once all parameters are set, click Run to generate the report.




    12. If needed, select Edit to return to the previous screen.




    13. Click Filter to filter the report by additional fields.




      To remove a filter or grouping, click the to the left of the filter name or grouping.

    14. Review the report and click Save.




    15. Give the report a Name, check the box next to Share to share the report with other users, or select the drop-down menu to update an existing report, then click Save.




      If Share is selected, other users will be able to view, edit, and copy the report.

    16. Click Export to download the report to your computer as a .csv file.

     

     

  • Run Standard Reports

    Generate standard reports from predefined criteria in CommunitySuite.

    Check out this article for a list of commonly used reports.
    1. Select Reports from the Home page.
      standard_1.png


    2. Select the name of the standard report that you want to generate.
      standard_2.png


    3. Enter a custom date range, or select a common date range.
      standard_3.png 
    4. Review the report, then export the report to your computer as a .CSV file, change the custom/common date range, or click Reports List to return to the main Reports page.standard_4.png