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CC NonProfit 2.2

Getting Started

Using CC NonProfit

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Reports

The reports let you see the information collected in CC NonProfit organized in many different ways. They are pre-defined, so they do not require you to program the system to generate them, while allowing for some customization of each report in various ways.

The current reports let you see the information grouped in the following ways:

General Guidelines for Generating Reports

  1. To generate a report, go to the Home screen and click "Reports" in the menu on the left. The list of reports will be displayed in the right-hand panel.
  2. Select the report you want to generate by clicking on the orange triangle next to the name of that report. A popup window will open to configure that report.
  3. For all but three of the reports the way to generate the report is almost identical from report to report. (See the Donations by Date Range, Donations by Contact by Date Range, and Donation Change Log below for the exceptions.)
    1. On the right side of the window you will see a sample of this report as a thumbnail picture.
    2. You will have the option to generate the report for all of the records in the system, or you can narrow the report to just the records you list.
  4. To generate the report for all of the records in the system, click on the "Print" button near the bottom of the window. (To be sure you are getting all of the records you may want to click on the "Clear" button first, before clicking "Print.")
  5. To limit the report to certain records, click on the Add button above the box labeled "Include only [this category] below."
    1. A list of that category will appear in a popup window. Click on the item in the list you want to include.
    2. If you want to include multiple items, click the Add button and choose each item one at a time.
    3. If you change your mind and want to clear the list, click the "Clear" button below the list.
    4. When you have included the items you want considered for this report, click the "Print" button below the list.
  6. After clicking the "Print" button you will be taken to a "Print Preview" window that will show you what your report will look like.
    1. To see more than the first page, use the "notebook" icon in the upper left-hand corner of the gray Status Bar. If that "notebook" is active, click on the right "page" of the "notebook" to see the next page of the report. Continue clicking on this "notebook" to see more pages of the report.
    2. From the Print Preview screen you can print the report and/or save it as a PDF file.
      1. To save the report as a PDF file, take these steps before printing the document.
      2. Click on the "Save as PDF" in the Status Bar. This will bring up a "Save Records as PDF" dialog box that will let you navigate to the folder in which you want to store you report, and will let you give it a name. When you have found the folder you want and given the report an appropriate name, click "Save." The PDF file will be created where you have designated.
    3. To continue from the Print Preview screen, either to print the report or to exit this window without printing, you must click on the blue "Continue" button on the right side of the Status Bar. This will bring up the "Print" dialog box.
  7. In the "Print" dialog box you can specify the printer to which the report will go, the page range to print, and the number of copies of each page to print, among other settings. (Leave the box saying, "Print: Records being browsed" as it is, so that the whole report will print.) When you have the settings as you want them, click OK to print the report.
    1. If you do not want to print the report click "Cancel."
  8. When you have either printed, or canceled the print job, you will be returned to the report popup window. Click OK to exit the report.

Specific Reports

  1. Donations by Date Range
    1. Rather than giving you the option to report on all records or just the ones that you list, the report for Donations by Date Range requires you to specify the start and end dates for the donations you are interested in. The report will show all donations within that range.
    2. Enter the "Start Date" for your report. You can either type the date yourself or click on the right side of the "Start Date" box to bring up a calendar. From the calendar, click on the date you want.
    3. Enter an "End Date" just as you did for the Start Date. You can leave this box blank to have the report show information from the Start Date to the present.
    4. The report will print with all of the donations shown within the dates you have selected, and they will be grouped by month.
  2. Donations by Contact by Date Range
    1. The Donations by Contact by Date Range will print one page for each donor, listing the donations of that person within the date range you specify. This report could be used to send each donor a record of his or her donations to the organization by the organization's fiscal year, or by the calendar year for charitable giving tax purposes.
    2. Just as with the report for Donations by Date Range, enter a Start Date and an End Date.
    3. In the section "Include Only Contacts Below" you can specify which of your contacts should be included in the report. Use the "Add" button to select contacts. If you leave the box blank, all contacts that have made donations in the specified date range will be included in the report.
  3. Donation Change Log
    1. The Donation Change Log report will list the Change Log entries for any donations where the donation amount was changed within the date range you specify. An organizational administrator could use this report to check on suspicious activity in recording donations that could be used to investigate possible fraud.
    2. Enter the Start and End Dates for Change Log entries and select the Print button. A message will report if no entries were changed within the specified date range.
  4. Group List report
    1. The Group List report will show you all of the contacts in your system that you have marked as a "Group." If you have limited the groups to be shown it will just display the ones you chose.
    2. In addition to the name of the group, the report will show the "Point of Contact" from the Contact screen that has been marked as "primary" (clicking on the gray cell phone icon to turn it red).
  5. Individual list report
    1. This report is designed to provide your organization with a directory of all of its individual contacts.
    2. The Individual list report will show either all of your contacts that you had marked as "Individual," or it will show just the limited list that you chose to display.
    3. The report will list the names of the individuals, along with all of their Points of Contact (marking the primary means of contact), and display the person's picture if it had been entered.
  6. Individuals by Group report
    1. This report will show you the contacts you have marked as "Group" contacts, along with all of the individual contacts you have linked to those groups. These links come from the "Relationships" list on the Contact screen.

Customizing These Reports and Creating New Reports

The reports included with CC NonProfit can be further customized, and new reports can be created, by the person in your organization with "administrative" privileges, and others depending on how the accounts are set up.

If you would like Cleveland Consulting, Inc., to customize the reports or make new ones for your organization's needs, we would be glad to help. Contact us at CCNonProfit@clevelandconsulting.com.

Here are some general guidelines for creating a new report:

  1. Add any new fields to the appropriate table(s) needed for the new report.
  2. Add any new relationships to the Relationships graph.
  3. The popup windows used to select criteria for a given report are listed in a submenu of the Layout menu under Pop Up > Pop Up => Report. The layout names all have the format of "PopUp.Report." etc. The easiest way to create a new report selection popup window is to duplicate an existing layout, rename it to what you want, and then modify it as you need. You may need to move this layout into the Pop Up=>Report layout folder.
  4. You will also need to create a new print layout for your report. The existing print layouts are in a submenu of the Layout menu under Printing > Reports. The layout names have the format of "Report." etc. Duplicate and rename one of the existing reports. Make sure it is stored in the Printing > Reports layout folder. Modify the copied layout as you need for your report.
  5. Create a script for your new report. Again it will be easiest to duplicate an existing script that is closest to what you want to do. The scripts which execute the reports are found in the Reports folder of the Controllers section of the scripts, and are each prefixed with "c.REP." Rename and modify the script as needed.
    1. Make sure the setup default variables are correct.
    2. Change the relationship used to produce the records for the report to the new relationship you just created.
    3. Change the layout for the display of the records to the new report layout you just created.
    4. Modify the sort order of the records if needed.
  6. Go back to your new Pop Up Report layout and change the Print button, and any other buttons other than the OK button, to use your new report script.
  7. To add this new report to the list of reports that will appear on the Main Reports layout, run the script "m.Reports.Load." Your new report should be ready to use.

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Page last modified on September 17, 2011, at 02:34 PM