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Reports, Reports Tutorial

Article ID: 727
Last updated: 07 Mar, 2010

 

Focus On: Reports, reports, reports!

 

Welcome to our Focus On series. In this series of e-mail tutorials, we will show you a few overlooked features in our system. We encourage you to print this document to follow along through the lesson.

 

Tutorial: Reports, reports, reports!

 

We’ve taken a different direction with this Focus On! In this issue we’re going to show you some of the reference material you have for reports that you might not know about.

 

In this tutorial, you will learn:

Lesson 1: Standard Reports

Lesson 2: Export Options for Custom Reports

Lesson 3: But what do they look like?

 

Lesson 1: Standard Reports

 

Standard reports provide you with an easy way to run reports on basic information in the system. It doesn’t require complex queries or export methods and several reports can be exported into excel.

 

The Standard Reports page includes many frequently used standard-format financial and summary reports about the financial and contact management information stored in your BackOffice database.  It doesn’t require complex queries or export methods and several reports can be exported into excel.

 

To run a standard report:

1.      Go to Reports àStandard Reports

2.      Select the Type and Format you wish to run.

3.      Some reports may require a date range, to search all dates, leave these fields empty.

4.      Click Generate.

Here is a list of different Standard Reports with their descriptions:

 

Type: General

 

Formats:

 

Broadcast Email Report

Click Generate to view a report of past Broadcast Emails including when they were sent, how many emails went out.

 

Code Usage

Clicking the Generate button will generate a summary report of your codes, code descriptions and the number of records in the database where that code has been used.

 

Communication Detail Report

Enter a date range and select a user, then click Generate to generate with the specific details of the communication by the selected user within the specified date range.

 

Communication Summary Report

Enter a date range and select a user, then click Generate to generate a report of the number of each communication types used by the selected user within the specified date range.

 

Record Counts (By Congressional District)

Click on the Generate button to find out the number of records that have an address in each Congressional District.

 

Custom Export (Merge File)

The Custom Export (Merge File) under Standard report allows you to run your Thank You Merge File for All records, for just the Individuals, or for just the Organizations.  You also can run a list of All Records from BackOffice, or All Records Including Inactive Records.  Select the type of report you want from the drop-down menu and click Generate to create a file you can save and use with another application, such as Word or Excel.

 

Thank Yous

This will give you a count of all the records with unthanked contributions in the system with options for running mail merges, exporting into a .csv file or marking them as thanked.

 

Regenerate Thank You Notes

This report gives you the count of the thank you notes sent out with the ability to regenerate them, useful if you accidentally clicked “Marked As Thanked,” before you created the letters.

 

Type: Financial Details

 

Formats:

 

Deposit Report

Enter a deposit number, then click Generate to generate a report of the contributions that were included in a given deposit. You can also click the All Deposits button to see the details of every deposits made by your committee.

 

Detailed Category Report (Contribution)

Enter a date range or select of Category or both, then click Generate to generate a report of all contributions broken down by Category.

 

Detailed Category Report(Expense)

Enter a date range or select of Category or both, then click Generate to generate a report of all expenses broken down by Category.


Detailed Contribution Report

You can select a date range, election, record type or any combination or those three before clicking on Generate to generate a report of all contributions that match those criteria. You may also click All Contributions to see a report of every contribution made to your campaign.

 

Detailed Report of Soft Allocations

You can select a date range, a fundraiser, an election and/or category or leave all fields blank for all soft allocations.

 

Pledge Communication Report

This report will show you all the communications associated with a record with a pledge.

 

Detailed Expense Report

Enter a date range or select an Election or both, then click Generate to generate a report of all expenses that match those criteria. You can also click All Dates to see a report of every expense made by your campaign.

 

Detailed Financial Report

Enter a date range, then click Generate to generate a report of all transactions broken down by type (expense, contribution, etc) within a specified date range. You can also click the All Dates button to see a report of all transactions in the register.

 

 

Detailed Report of Miscellaneous Income

Enter a date range, then click Generate to generate a report of all transactions involving miscellaneous income broken down by organization, category and record type. You can also click All Dates to see a report of all miscellaneous income transactions received by your campaign.

 

Financial Register Report

Enter a date range, then click Generate to generate a snapshot of your financial register during a particular period of time. You can also click All Dates to see the financial register with all transactions for your committee.

 

SubvendorReport

Select a Vendor and a date range and view all the subvendors attached to that vendor record.

 

Type: Financial Summaries

 

Formats:

 

Net Worth Statement

Click Generate to generate a report of the committee’s total assets and liabilities, including loans, cash-on-hand, unpaid bills, etc.

 

Profit and Loss Statement

Enter a date range or select an Election or both, then click Generate to generate a report of income and expenses by category that matches those criteria. You can also click All Dates/Elections to see a report of all income and expenses ever recorded for your committee.

 

Cash Flow Report

Enter a date range, then click Generate to generate a report of profits and losses broken down by the type of transaction. You can also click All Dates to see a report of profits and losses over all time for your committee.

 

Summary of Deposits

Enter a deposit number, then click Generate to generate a report of the contributions that were included in a given deposit. You can also click the All Deposits button to see the details of every deposits made by your committee.

 

Summary of Soft Allocations

Select the dates, fundraiser, election and category or leave the fields blank to receive a summary of all the soft allocations in the system.

 

Category Usage
Click View to generate a simple report showing the total credits and debits for each of your Categories.

 

Online Donations by Hour

Type in a date range and receive all the donations made through your online contribution web page by hour.

 

Unpaid Bills Summary Support

Click Generate to generate a summary of all unpaid bills outstanding for the committee.

 

Type: Financial Tools

 

Check Printing

This report allows you to print checks (top or middle; one-to-page type) from any account on your database, and within the date range or check numbers range you specify.  Select the Account from the drop-down menu, and fill in either the dates or the check numbers for the checks to be printed.  Click Generate next to the fields you chose to fill in, or click All Checks to view and print all of the checks that have been recorded in your database.

 

Check Report

This report allows you to view a report of checks written from your campaign that are in your system. Simply enter in the account, election and date range to view the checks for that selected criteria or leave the fields blank to view all checks in the system.

 

 

Lesson 2: Export Options for Custom Reports

 

Custom Reports can pull people from your database from many various criteria choices. As varied as the query building process can be, the export options are what you want to do with the data now that you have it. There are many different choices and you should experiment with what works best for your committee.

 

You will choose your Export Options after building your Query in the Custom Report Generator.

 

Type: General

Format:

None

This is not really an export option. However, if you want to simply get a running count of the query you just created and not export that query, do not choose a export methid and the running count will appear in your Query Details area. This is a great way to test if a query is pulling the number of records out of the database that you expected.

HyperLinks

This report is used when you are not looking for a paper report but a report that you will be using from your desktop. For instances, if you need to make phone calls to a group of people while sitting at you desk, a Hyperlinks report will give you the list of people and the ability to click on the person to see the record.

 

Multiple Export Creator

This is an option that will generate a box that you can run several reports from without having to resubmit the original query. This is a great method to use when you are first learning the different reports so you can pick several reports.

 

Thank Yous

This is a different option that you Standard Report thank yous. For instance, if you send out a different thank you letter to contributors over $500, you can design your query to pull those people out of the database and then run the Thank Yous export option to limit it to people who have not been marked as thanked. You will get the option to generate mail merges, export into a .csv file, etc.

Type: Communication Tools

Mail Merge

Mail merge is an Export Method in Custom Reports. Like any custom report, you will create a query to define whom you want the Merge Letters to be sent. You should also create your Letter Template before running your merge.

 

Avery 5160 Labels

When you need to generate labels on Avery 5160 paper, this is the report that you would use. You have many options in the labels area (like combine spouses on the label) in this area. Pick the label option that best suits your needs.

 

Envelopes

This report will create a list of names in envelope format.

 

Broadcast E-mail

This export option allows you to send a broadcast email to anyone in your query with an email address. This export option cost $.01 per email.

 

Broadcast Fax

This export option allows you to send a broadcast fax to anyone in your query with a fax number.

This export option cost $.05 per 30 seconds of transmission time for each fax sent.

 

Phone Blast

With CompleteCampaigns.com and our partner, VoiceShot, you can send targeted voice messages and voice surveys right from your Web browser.

Type: Export

Custom Export (Merge File)

This report is useful when you would like to export data in an Excel spreadsheet format.  The file will be created in one of your custom export formats. To see more on creating a custom export format, please read the HelpFile on Custom Exports.

Type: Phone Lists

Standard Phone List

This report generates a list with name, any phone numbers, salutation and spouse’s name.

 

Compact Phone List

This report generates a list with name and phone numbers.

 

Type: Other Lists

 

Basic List

This report is used when you only need the essential information from your query: name, address, and phone number.

 

Basic Report w/Contributions

This report is used when you need the basic information from your query and their contribution information (including Occupation, Employer and Spouse).

 

E-mail List

This will generate a condensed list of e-mail addresses ONLY. This is compatible with most e-mail programs so that you need only to cut and paste them into your bcc field to send an e-mail to the persons on your query.

Type: Detailed Lists

Detailed List

This is an intensive report and if your query is large, this report may take up to 15 minutes to run. This report displays all of the information found on the individual’s record.

 

Detailed List – Compact Version

This report is similar to the above report, condensed so that each individual does not necessarily begin on a new page.  

 

Detailed List with Affiliates (& Notes)

This is an intensive report and if your query is large, this report may take up to 15 minutes to run. This report is the same as the “Detailed List” report except it includes individuals who are affiliated with the included records. The Detailed List with Affiliates & Notes includes the Notes area of the record in the report.

 

Detailed List with Full Communication History

This is an intensive report and if your query is large, this report may take up to 15 minutes to run. This report displays all of the information found on the individual’s record with full communication history.

 

Detailed List without Financial

This report is similar to the “Detailed List” report but excluding the financial information.

Type: Financial Reports

Financial Report

This report is used when you need a list of transactions in order of date. This report provides the transactee’s name, the amount of the transaction, the election and category.

 

Financial Report – Name Order

This report is the same report as above but in name order instead of date order.

 

Category Usage Report

This report is used when you need to see the credits and debits of your categories.

Type: Data Updates

Add/Remove Code

This report will add a code to anyone in the query that you selected. This can be beneficial if you want to label an entire group of people at once, without going through each record individually.

 

Add/Remove Communication

This report will add a communication to anyone in the query that you selected. For instance, you can track responses to a fundraising letter by adding a unique Communication to each person on the recipient list.  Select Add/Remove Communication and add a note to each record that states the date and subject of your letter.

 

 

Lesson 3: But what do they look like?

 

Okay, okay, I understand. Descriptions are nice but you want to see the reports. We’ve created a PDF that will give you an idea of what your report will look like once it is generated. Take a look. I think you’ll find an export method to fit your needs.

 

Well, that wraps up this Focus On. Do you have an idea for our next one? Or do you have an idea for a report that would benefit your committee but we haven’t thought of it yet? Send it to support@completecampaigns.com.

 

 

 

 

 

 

 

 

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Article ID: 727
Last updated: 07 Mar, 2010
Revision: 1
Views: 421
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