How to view donations in a year by month

While we cannot group journal entries in a report based on months in a given time frame, we can create a query to find the donations one month at a time and then use that query with a report to show the donations by month. You would, then, repeat the process for each month within the year that you are reviewing and you would then have your reports that give you the donation information grouped by month.

The following example explains the process for creating the queries and reports to find Received amounts for each month in 2015.

First we'll create a query to find the donations in a specific month (this example looks for the donations in January)
  1. Click Queries
  2. Click Manage Queries
  3. Select a category that you want to store this query in
  4. Select New Query under the tasks menu
  5. Name the query Donations in January 2015
  6. Set the Starting criteria to Base/All Constituents
  7. Set the Data Return Type to Journal Entries
  8. Under Criteria Matching select Match Each Criteria
  9. Select Commonly Used Fields from the Browse Fields drop down menu and click on Journal Entry Date
  10. Fill in 1/1/2015 for the Start Date and then 1/31/2015 for the End Date
  11. Select Commonly Used Fields from the Browse Fields drop down menu and click on Individual Transaction Received 
  12. Fill in Greater Than or Equal To .01
  13. Click Save and View Queries
  14. Repeat these steps to create a query for each month in the year; we'll need to update the Journal Entry Date to reflect the correct dates for each of the queries

Then, we'll create a report to display the information
  1. Click Reports
  2. Click Manage Reports
  3. Select a category that you want to store this report in 
  4. Select New Report under the Task Menu
  5. Name the report All Donations in a Month
  6. Select Commonly Used Fields from the Browse Fields drop down menu and click on Name, Date, Received, and any additional fields you'd like to include
  7. Arrange the columns into order by clicking on the middle of the field column and dragging up or down.
  8. Click Save and Run under the Task Menu
  9. Under Query select your category in the top box and your Donations in January 2015 query in the bottom box
  10. At the bottom of the page select a Delivery Option and then click Submit
We do not need to create a new report for each month; we can use the All Donations in a Month report for each query we created:
  1. Click Reports
  2. Below the Recently Viewed heading, click the triangular icon next to All Donations in a Month
  3. Select your query category in the top box and your next month's query in the bottom box
  4. At the bottom of the page, select a Delivery Option and then click Submit

Environment

 eTapestry

Was this article helpful?