Donation Report

To access the “Donations Screen,”select it from the “Reports”dropdown list. There are two options, “Manage Letter Templates” and “Grand Total of Donations.”

Manage Letter Templates

All Thank You Letter” templates will initially include default text in the letter. Facilities may choose to use the default text or modify the template(s).

 

1.      Each facility currently has the ability to generate 5 types of “Thank You Letters.”       This is based on the Donation type. Letter Type 2 (Family Contact) is composed of two different letters. Therefore, there will be 6 different letter templates that a user may modify:

·         Type 1 - Cash/Check/Credit Card/E-Donate In Memory Of

·         Type 2 (a) - Family Contact (To Donor)

·         Type 2 (b) - Family Contact (To Family)

·         Type 3 - Cash/Check/Credit Card/E-Donate Not in Memory Of

·         Type 4 - Activity Donation

·         Type 5 - Item Donation

2.      All default text for templates is based on the templates saved for CO (#101). Changes can be made to the CO template to update the default text (appropriate permissions are required).  Any changes made to the CO templates will change the default text for all sites without customized templates.

3.      After navigating to the VSS Menu Bar,” select the Manage Letter Templates” screen. The user is shown a list of the template types and has an option of templates. Upon making a selection, the user is presented with a screen to edit the selected template and save changes.

Grand Total of Donations

This report retrieves all the donations recorded for a facility based on a date range and any additional parameters entered. There is an option to print the report in Summary form or Detail form

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Report Parameters Screen

o   Facility – Allows user to select one or more facilities.  Includes all donations recorded for the selected facility(s).

o   State – Allows user to select one or more states.  Includes all donations recorded for all facilities whose address are in the selected state(s).

o   Default: No Default

o   Required: Yes

o   Summary – Allows user to generate a Summary Report

o   Detail – Allows user to generate a Detail report followed by a Summary Page

§  Default:   None

§  Required: Yes

o   Default: None

o   Required: Yes

o   Default: Current Date

o   Required: Yes

o   Individual - Default

o   Organization - Default

o   Anonymous

§  Default: None

§  Required: Yes if Legacy Donor Type not selected

o   Organization & Individual

o   Other Groups & Individual

o   Other Groups

§  Default: None

§  Required: Yes if Donor Type not selected

o   Cash

o   Check

o   Credit Card

o   E-Donation

o   Activity

o   Item

§  Default: None

§  Required: Yes

o   Required: No

o   Required: No

 

Report Header

o   Report Name:  Grand Total of Donations – Detail

o   Report Name:  Grand Total of Donations – Summary

 

NOTE: The report header will appear at the top of each page.  The VA logo will only appear on the first page.

 

Facility Header

Report Type = Summary

o   The Summary report will contain one page for each selected facility.

o   The Report will appear in Facility Name order.

o   The Report Header will display at the top of each page

o   The Facility Header will follow the Report Header.

o   Cash: [total of all donations for Donation Type = Cash]

o   Check: [total of all donations with Donation Type = Check]

o   Credit Card: [total of all donations with Donation Type = Credit Card]

o   E-Donation: [total of all donations with Donation Type = E-Donation]

§  Total Monetary Donations: [total of all monetary donations]

o   Activity: [total of all donations for Donation Type = Activity]

o   Item: [total of all donations with Donation Type = Item]

§  Total Non-Monetary Donations: [total of all non-monetary donations]

o   Total All Donations: [total of all donations]

 

Report Type = Detail

 

o   Each detail row in the Detail report displays the following information

o   To save space on the report; Use the Donor Type keys of :

§  A– Anonymous

§  I – Individual

§  O – Organization

§  G – Other Groups

§  OI- Organization and Individual

§  GO – Other Groups and Individual

o   [If donor type = Individual/ Organization and Individual/ Other Group and Individual; this is the individual on the donation.]

o   [If donor type = Organization; this is the organization/local branch on the donation.]

o    [If donor type =Anonymous; this will read “Anonymous”]

o   [If donor type = Individual; this is the organization affiliated with the organization if one is present.]

o   [If donor type = Organization and Individual; this is the organization on the donation]

o   [If donor type = Other Group and Individual; this is the other group on the donation]

o   Otherwise - blank

o   To save space on the report; use the Donation Type keys of:        

§  C- Cash

§  CC – Credit Card

§  CH – Check

§  E – E-Donations

§  A – Activity

§  I - Item

o   The report will be sorted alphabetically by Donor Name.

o   The Summary report will follow the Detail Report for each facility.

o   The report run date and time will be printed at the bottom of each page.

o   The page X of X will be printed will be printed at the bottom of each page.

o   If there is no data for the parameters entered, the report headers will appear followed by a “No Records Returned for this Date Range.”