How do I report on totals given per donor in a specific date range?

You may need to pull a report that shows totals given per donor in a specific date range, rather than listing out each individual donation.  Since the query preview will always list out each journal entry, a report has to be used in conjunction with your query in order to get the data formatted to one line per donor.
First, create a query to find all donors in the date range that you need:

1. Click Queries
2. Select a category that you want to store this query in (Ex: Base)
3. Click New Query under the Tasks menu
4. Name the query
5. For Starting Query select Category: Base and Query: All Constituents
6. For the Data Return Type select Journal Entries
7. For Criteria Matching select Match Each Criteria
8. For Criteria select 'individual Transaction received'
9. Enter greater than or equal to 1.00
10. For Criteria select Journal Entry Date and enter your date range
11. Save and Run Report

Next, you will create a report to use with your query.  It is number 15 specifically that determines the format of your report. Choosing to group by Accounts and then selecting Collapse Groups means that you are condensing it down to one line per account, which will then show a total for each account in the Received column.

12. Select a Category to store this report in (Ex: System)
13. Click New Report under the Tasks menu
14. Name your report
15. Set the Group By to Accounts and in the drop down beneath that select Collapse Groups
16. For Report Columns > Commonly Used Fields > Click Account Name, Received, and any other information you would like to include in the report
(Note: Due to collapsing the report, if you include any journal entry type fields such as date, fund, campaign, etc. it will choose one at random for any donor who gave multiple times. If you want to see the date, fund, campaign, etc. on the last gift they gave in that date range, you could click the icon to the left of each of those fields and select Last for the Aggregate so that it will not choose one at random)
17. Click Save and Run
18. Select your query
19. Scroll down and select your preferred report format
20. Click Submit
 

Environment

 eTapestry

Was this article helpful?