Find a List of All Donors in a Fiscal Year

You have been asked to create a list of all donors who have given donations in a given year.

The easiest way to achieve this is using Q-Xpress \ Donor Selection \ Donor by Donation Amount by Year.

Features to Note:

  1. Delete existing records from the file is checked ... this implies we are starting fresh and not appending records to the Q-Xpress view.
  2. The Amount Range goes from 1 - all '9's. This can be changed depending on what the charity wishes to report.
  3. Donation Type is Donation. If an incorrect Donation Type is used when a campaign is set up this will skew the results.  This can be fixed by Batsch Group.
  4. The Fiscal Year range can cover multiple years or just one year as shown above.
  5. include donations not yet updated to master, is useful where running U2M is incomplete for the period.
  6. Included Pledge donations requires that all pledge detail records to be included are put into Process and the box checked.  Be sure to remove all pledges from the Pledge Export window when the report is completed.
  7. Donor Type would usually be Private and Corporate

 Donors who share a Donor Summary are listed only once with the accumulated total for all donors in the shared summary.  

Fields were frozen to accommodate viewing. To Freeze columns, right click on the desired column headers and select Freeze Column.

The names are listed by dollar value because we clicked on Amount which sorts the smallest to largest, a second click would reverse the order.

The columns frozen included the Sort Field, Amount, Donation Count,First and Last Year Donated and the Recognition field. Note the third record from the bottom of the list, Bell Robert G. The Recognized As field include Kate George who shares with Robert as well as being his Significant Other.

The Donation Count and Amount fields shown are only for the fiscal year period requested.

Reporting the List

The Preview button on the right hand side of the Q-Xpress View window lets you select columns to print. Be sure to select the printer you wish to use first. A PDF printer is handy if you wish to share the listing.

The same fields we selected to freeze can be checked for printing. If too many fields are checked, the columns begin to truncate.

Exporting the File for use in Excel from Q-Xpress

The Q-Xpress Export option found on the right-hand menu can be used but it is sometimes not friendly.

To use the Export, highlight all the records and click Export. A Save As window will appear, which indicates you are creating an .XLS file where in fact you are creating a .XML file. 

Once saved you can open the file with Excel. It will message that the file is in a different format, tell it to go ahead and then run a Save As to ensure the output is a .XLS format.

Exporting the File using the Q-Xpress Menu

This is the most reliable option. There is no need to highlight the records as all records are exported.

To complete the export, check off Include Donors who are Once a Year and Include eReceipts if you use the eReceipt form in @EASE.  DO NOT check the Newsletter option.

Major Sort can be by Company Name, Last Name, First Name.

Select Mail Merge file and ALWAYS use My Records.

Click OK and save the file.  You can open the file in Excel as a Text file, comma delimited and all records will be present and ready to use.