Supporter reports are the largest section of Greater Giving Online’s Reports and Exports feature. There are reports covering Bidders, Donors, Staff, and Sponsors, and some that cover all four roles. These reports can be useful for anything from reconciling sales, printing Guest Lists, tracking admissions, Mailing Labels and Name tags, and even exporting into another Donor Management Software. Since there are so many different options available for exporting, we will only show the route to filtering the report, as well as hints for filtering in each common report we are covering below.
How to Filter Supporter Reports:
- From the Project Home, select View/Edit Supporters under the Supporters header.
- Click Show Advanced Search.
- Select Search on Sales and Payments Info or Include only Bidders, Donors, or Staff for additional search fields.
- Once you have applied your filters, click Search.
- Click Reports and Exports to run a report based on the filters you previously entered.
The Bidder Listing and Check In is a multipurpose report. It can be used for a simple list of names, a contact list for your Supporters, a table listing of attendees to your event, or even a supplement to your volunteer Check In staff the night of your event. Common filters applied to this report are found under Include only Bidders Who, and from there major filters are Admissions Allocated, Checked In/Attended, and Bidder Notes. Additional settings in the report include Show Household or Members, Event Name & Date, Name Format, Group Names, Table Names, Meals, Credit Cards (only the last four digits and type), Phone Numbers, Email, Notes, Express Checkout Status, and location of Bid Number.
The Sales by Bidder report is a great report for having a total list of all purchases made by your Supporters. It lists each Supporter, as well as any purchases that have been entered and any payments associated with the bidder. This is a helpful report for when you are reconciling your bid sheets and what has been entered for your Supporters prior to charging cards in a batch. Some common filters for this report are found under Search on Sales and Payments Info, as well as Include only Bidders Who.
Within the actual report, there are a number of settings to choose from which dictate what information is included on the report. Among those settings is Report Layout, Show Buyer Address, Show Item & Donor Contact, Show Package Value, Include Anonymous Sales, Show Auction, Admission, Donation, Sponsorship, or Other Package types.
The Admissions Purchased and Allocated report is one that is frequently used to determine quickly how many tickets have been purchased, and how many have been allocated. This is helpful because if a ticket has allocated correctly, it will speed up your Check In process the night of your event; the less lines a Supporter stands in, the happier they are! Because this report only pulls on purchased and allocated admissions, it generally requires no Advanced Search filtering. The BID-19 prints in an easily configurable Excel spreadsheet and has a couple of options to allow you to further customize the report. These options are Group Results by Household, Show Purchases And/Or Allocations, and a text field for Limit to Admission Section Name Containing.
The Detailed Donor List is a report you will be using any time you want to have a long form list of all your Donors, and what Items they donated. This report also does not need too many Advanced Search filters, although you can apply some under Include only Donors Who; namely Have Donated and Thanked Donation Status. With these filters in place, the report can be further configured by Information to Show, Donor Address with Email & Phone, Donor Type & Affiliate, Donor Contacts (if it is a business), Donor Salutation, Default Solicitor (if applicable), and any Donor Notes you may have.
The most popular alternative to the DON-01 is the DON-10. The primary difference between the two is that the DON-10 prints off in an easy to configure Excel Spreadsheet for easy manipulating. We recommend using the same filters as you would for the DON-01, primarily those found under Include only Donors Who. As for the report itself, because it is a standard export all information is already shown, and the only additional option is to Strip HTML Formatting Codes from Description and Restriction.
The Supporter reports provide a variety of export options. The majority of these reports are built to facilitate data transfer between Greater Giving’s Event Software Online and another donor management system. However, there are a few reports that can prove extremely useful even if your organization does not use donor management software.
The Supporter export with options is a standard export of all Supporter information. It can be extremely useful if you wish to create a backup of all of your Supporters, create a mailing/call list of all your Supporters, or even see information such as current bidder numbers and meals. Because this is a standard export, generally no filters need be applied using Show Advanced Search, although it may be wise to check Has Roles in Project prior to running the report in order to only capture the information of the Supporters active in your current Project. Within the report itself we have some additional options; Information to Show, Show Households And/Or Members, Show Supporter Notes, Show Packages Purchased, and Show Items Donated.
The Sales for Accounting is a powerful report, with a variety of different filters able to be applied. Unlike most of our reports, the majority of the filters take place within the actual report itself. Primarily there is Information to Show, Include Anonymous Sales, Show Auction, Admission, Sponsorship, Donation, and Other Sales. Also included are Omit $0 Sales, Limit to Package Name, Limit to Payment Type Containing, Limit to Sales Greater or Equal To, Limit to Sales Less or Equal To, Sale Date On or After, Sale Date On or Before, Payment Date On or After, and lastly Payment Date On or Before. These specific filters allow you to further narrow down the report and pull only the information that you need.