Custom Report Types

Reference

Written by Nick Miles

Last published at: January 28th, 2020

Below you'll find descriptions for the custom reports that are available in CommunitySuite, use case scenarios for each report, and the limitations of each report.

For instructions showing how to generate custom reports, please refer to Run Custom Reports.

Account

Description: Chart of Accounts table. 

Usage: To review chart of accounts and settings. Also includes access to account type fields.

Limitations: Does not include balances or entries, just the chart of accounts information. Use General Ledger to get transactions.


Account Type

Description: Lists the various general ledger account types in your general ledger. 

Usage: To review the account types. There are no related fields.

Limitations: Only lists the account types. To get the chart of accounts for the types, use accounts. To get the transactions within the types, use General Ledger.


Action

Description: Lists the various actions and objects in the system

Usage: To review the action codes. There are no related fields.

Limitations: Only lists the action codes. Generally only useful for an administrator.


Admin Fee

Description: Lists the admin fees calculated. 

Usage: Use to report on particular admin fee batches or admin fees charged to a fund. Includes access to the fund fields and the codes under the fund (like division, group, subgroup).

Limitations: Does not include the full admin fee type coding, just the description.


Budget

Description: Lists the fund budgets. 

Usage: Use to report on budget information. Related to fund and GL account. Includes year. Use budget year to get the year for the budget (format is still date, will be 1/1/year) and budget date to get the month and year that the budget applies to. 

Limitations: Does not include the actual expense so can not be used for budget versus actual comparisons.


Campaign

Description: Lists campaign information

Usage: Use to review list of campaigns

Limitations: Does not include transactional information like ticket sales, or donations connected to a campaign..


Campaign Group

Description: Lists campaign group codes and descriptions

Usage: Use to review list of campaign groups

Limitations: Only lists the groups - no related information.


Campaign Profile

Description: Use to see the donor campaign listing - what campaigns was a donor invited to.

Usage: Review invites for a profile, attended for a campaign or other overall stats.

Limitations: Does not include financial information, like ticket sales or requests and groups. It is just the profile and the top level campaign info.


Check

Description: Use to see the list of checks processed (including electronic payments).

Usage: Review check runs, get list of payments to a vendor or other payment items.

Limitations: Does not include grant/scholarship info. Use check vouchers to see this information. Electronic is not available as a field. Check number will be blank for electronic payments. Does not include reconciled flag/date so can not get reconciliation lists.


Check Voucher

Description: Use to get vouchers that were processed into checks. Note that there can be multiple vouchers on a single check, so it is possible to have the same check number in this list more than once.

Usage: Use to get checks related to grants or when needing other voucher related information along with the checks. Note that the total voucher paid amount for a check number will equal the amount on the check report.

Limitations: None


Deposit

Description: Lists Stripe deposits net of fees

Usage: Use to get listings of past deposits for audit or reconciliation purposes for Stripe payments with the fees removed so you can match actual deposits into your bank account.

Limitations: Stripe payments only. These are the auto-reconciled transactions. Use the Till Deposits report to get a list of bank deposits.

Distribution Type:

Description: Use to list the distribution types that are used for calculations. 


Usage: Use this to review your spending policy calculations or produce a list for your auditors.


Limitations: Only lists the type codes. Use distributions to get the amounts of the various distribution runs.


Distributions

Description: Use to get results of distribution calculations runs. Includes links to fund fields.

Usage: Use to get listings of past distribution runs or how spendable balance was set for a particular fund or funds.

Limitations: The description gives you the calculation and amount gives you the calculation results. For instance, the description could be 3% of 500,000.00 so amount would be 15,000. There are not fields for the percentage or the balance, just the result.


Division

Description: Lists the division code table (define division code and use)

Usage: Use to get a list of the divisions in your database.

Limitations: Only lists the divisions, does not allow you to see funds. Start your report from funds to get the list of funds by division.


Donation

Description: Lists donation and related profile and fund information

Usage: When you need to do donation analysis by donor (for example first, last, average, donor retention, giving patterns) or fund

Limitations: Tax deductible portion only. To get all incoming monies from a donor, you would need to join this with an invoice report (the non-gift amounts). Also note that if an individual who is under a household makes a donation, the individual profile will be listed. The household profile ID is available, but not the household name.


Engagement Strategies

Description: Lists the engagement strategies code table.

Usage: Use to review your list of engagement strategies.

Limitations: Only the code table. To analyze profiles by engagement strategy, use the profiles report.


Donation Type

Description: Lists the donation type table.

Usage: Use to review your list of donation types and revenue accounts.

Limitations: Only the code table. To analyze donations by donation type, use the donations report.


Fund

Description: Lists fund information and related tables

Usage: Use to review funds and fund settings

Limitations: Does not include fund activity or financial numbers - balance, spendable, available cash, first/last grant, donation, etc. At this time balance style numbers are not available. Use donation, voucher or grant reports to get activity within a fund.


Fund Advisor

Description: Lists all profiles that are fund advisors

Usage: Use to review things like notify and statement settings for your fund advisors

Limitations: Does not include fund information so each profile is only listed once regardless of the number of funds they are attached to. To see the relationship to all funds, use the Fund Advisor Fund report.


Fund Advisor Fund

Description: Lists all profiles that are fund advisors and the funds they are associated with

Usage: Use to review advisors for funds or to get profile information for things like fund anniversary dates

Limitations: Same as funds as only non-financial fund information is available.


Fund Beneficiary

Description: Lists the beneficiary, fund and percentage information for any and all fund beneficiaries.

Usage: Use to review your fund beneficiaries.

Limitations: None


Fund Group

Description: Lists the fund group code table

Usage: Use to review your fund groups

Limitations: Does not lists funds assigned to groups. To see funds by group, use the funds report.


Fund Subgroup

Description: Lists the fund subgroup table

Usage: Use to review your fund subgroups.

Limitations: Does not list funds assigned to subgroups. To see funds assigned to subgroups, use funds report.


Gender

Description: Lists the gender table contents

Usage: Use to list the various gender options available in your site

Limitations: Just a list of possible values. Use the Profiles report to see the profiles they are assigned to


General Ledger

Description: Lists general ledger transactions

Usage: Use to get general ledger activity reports - transactions by account or division or other fund codes

Limitations: None


Grant

Description: Lists grants and related information

Usage: Use for things like grants by grant type or grants by fund.

Limitations: Does not include paid amount or payment schedule. Use vouchers or checks to get paid amount and grant payment to get payment schedule.


Grant Cycle

Description: Lists grant cycle codes and values.

Usage: Use to review the grant catalogs/cycles.

Limitations: Only header/descriptive data - no dollars except funding goal.


Grant Payment

Description: Lists payment schedule items

Usage: Use to get future planned payments to review all payments scheduled for grants. Note that amount is the full grant amount.

Limitations: Does not include status on whether line is paid or not. Would need to be joined with voucher data in a separate tool to see if a voucher exists and payment status.


Grant Type

Description: Lists grant types in your system

Usage: Use to review your grant type codes

Limitations: Only the code table. To get lists of grants by grant type, use the Grants report.


Group

Description: Lists groups in your system.

Usage: Use to review your list of groups, including if it is an admin group.

Limitations: Only the list of groups. Does not list permissions or users assigned to group. Use User Group to get users assigned to group. Use Group Action to see list of permissions for a group/


Group Action

Description: Lists permissions for a group. Includes group fields to get the group name.

Usage: Use to review your permissions by group.

Limitations: Does not get users. Use User Action to get list by users of what they are able to do.


Household Profile

Description: Lists household profiles in the system.

Usage: Use to review or list your household profiles. Essentially the same as the profile listing, but just limited to household profiles. 

Limitations: Note that a profile can appear multiple times in this list because of the relationships to emails, phone numbers and addresses. If using any of those relationships, it is best to try and limit to a single one by using primary (the “profile Aep ID fields” area) or a filter on the address, email or phone that will limit to just one occurrence or export into another tool (like Excel) and dedupe the list before using.


Invoice

Description: Lists invoices and related information.

Usage: Use to get listings of non-gift payments due and/or paid with fund and profile information.

Limitations: Does not have accounting information. Use Invoice Item report if you need GL information.


Invoice Item

Description:Lists invoice detail and related items

Usage: Use to get detail (description) of non-gift payments due and/or paid along with GL account information.

Limitations: Does not have paid amount. Use invoice report to get paid value of invoice.


Log

Description: Gets audit log and employee information.

Usage: Use for reviewing/auditing data changes.

Limitations: None


Nonprofit

Description: Gets nonprofit and profile information for profiles that have a “Profile Is” of “Nonprofit.”

Usage: Use for reviewing/listing nonprofits such as when reviewing who you want published in the nonprofit directory..

Limitations: None. See limitations in profiles for notes about how using address/email/phone can affect your results.


Nonprofit Category

Description: Gets list of nonprofit categories you have defined in your system.

Usage: Use for reviewing/auditing list of categories.

Limitations: Does not include nonprofits assigned to categories or other usage information. Use Nonprofit to list the organizations attached to the category.


Note

Description: Gets notes and related information

Usage: Use to get listings of notes and their relationships

Limitations: Notes use a reference and reference ID to point to many tables in the system. While you can see these values, they are not linked to the various records (donations, grants, scholarships, profiles, etc.)


Opportunity

Description: List opportunities and related fields

Usage: Use to build listings of open opportunities by type or stage, pipeline dashboards or other views.

Limitations: Does not contain link to donation if opportunity resulted in a donation so you can see opportunity amount, but not amount realized.


Opportunity Type

Description: Lists opportunity type codes

Usage: Use to review your list of opportunity types.

Limitations: Code table only and does not include the stages of the types.


Org Role

Description: Lists org role codes and values

Usage: Use to review your list of org codes

Limitations: Code table only. To get profiles assigned to org codes and organizations, use Profile Org Role report.


Payment Method

Description: Lists payment method codes and values

Usage: Use to review your payment method options

Limitations: Code tables only. To get donations by payment methods, use the donations report.


Pledge

Description: Lists pledges and related information from fund and profile.

Usage: Use to see pledge reports such as pledge amount versus open amount, pledges by profile or fund or other listings.

Limitations: Only contains summary information for amount and paid. To see the payment due dates, use the Pledge Payment report.


Pledge Payment

Description: Lists payment lines for pledges (paid and unpaid) and related information

Usage: List payments made or open payments with profile and/or fund information. Export for mail merge of pledge payment letters.

Limitations: Does not contain fund information. To look at fund information, use Pledges and merge with pledge payment data to see open pledge amounts by fund.


Profile

Description: Lists profile information.

Usage: List profile information for review and other uses.

Limitations: No financial numbers (like donation amounts or grant amounts), just the base profile information. Note that a profile can appear multiple times in this list because of the relationships to emails, phone numbers and addresses. If using any of those relationships, it is best to try and limit to a single one by using primary (the “profile Aep ID fields” area) or a filter on the address, email or phone that will limit to just one occurrence or export into another tool (like Excel) and dedupe the list before using.


Profile Address

Description: Lists profiles and the address(es) related to them.

Usage: Use to build profile lists for address verification or mail merge usages.

Limitations: Profiles can appear multiple times in the result set. This can list email, phone number and street address. If they have multiple values and the fields are included on the report, then every possible combination will appear. For instance, if a profile has 2 email addresses, 3 phone numbers and 2 street addresses and you were including all of these fields in the results, it would appear in the list 12 times (2 times 3 times 2). You can avoid this by using filters to remove multiples or by deduping in another tool after exporting (like Excel).


Profile Address Type

Description: Lists profile address types..

Usage: Use to review the types you have created in your system.

Limitations: Does not access profiles. Use the Profiles or Profile Address reports to get the profiles assigned to a profile address type.


Profile Email

Description: Lists email addresses that are assigned to profiles.

Usage: Use to get a list of email addresses.

Limitations: Does not include access to profile information (like names). It is just the information related to emails To get a list that includes the profile information, use Profile or “Profile Address.” Also does not include the link to the profile when including the profile ID.


Profile Fund

Description: Lists profiles and the funds they are related to.

Usage: Use to review profile fund relationships, look for funds without a particular relationship or other listings.

Limitations: Can’t be used to list funds that don’t have a relationship, for example, you can’t say show me DAF funds that do not have a successor advisor. You would need to join the results from this report and a fund listing in GDS to see that list.


Profile Fund Category

Description: Lists the profile fund category codes and values.

Usage: Use to review your list of relationships available for profiles to funds.

Limitations: Code table only, no related data like fund or profile. Use the Profile Fund report to see the relationships.


Profile Org Roles

Description: Lists profile org role codes

Usage: Use to review list of possible profile org roles.

Limitations: Code values only. Use profile org role to review the assigned profiles to an org role.


Profile Org Role

Description: Lists profile org roles and related information (profile, organization profile and org role).

Usage: Use to review lists of profiles with particular roles and who they are related to, get all relationships for a particular organization or organizations or other listings.

Limitations: No way to see organizations without a particular role assigned. Would need to merge this list with an organization profile list in GDS for that assessment.


Profile Payment

Description: Use to get profile payment summary information.

Usage: Use to see payments entered through Profile payments – all Stripe transactions and other manual entered items for things that have invoice (non gift) items involved..

Limitations: Only has access to the payment total information. Use Profile Payment Item to see the individual donations/vouchers that are created.


Profile Payment Item

Description: Use to get profile payment detail information.

Usage: Use to see donations, vouchers and/or tickets that are associated with a particular profile payment.

Limitations: Only has access to the items that are in the Profile payment screen – no links to the donation, voucher or ticket purchased.


Profile Phone

Description: Lists phone number(s) that are assigned to profiles.

Usage: Use to get a list of phone number(s) in use by a profile.

Limitations:Profile information is included, so you can create multiple values of the same profile. Note that one of the relationships in the profile is the “Profile Profile Phone ID” group which utilizes the same table. Do not include fields from that area when running this report as it would be a duplicate occurrence of the same profile to get that information. 


Profile Primary Address Email Phone

Description: Lists primary address/phone.email that are assigned to profiles.

Usage: Use to get a list of profiles and address, email or phone that only utilizes the primary of each of these. This avoids the possibility of multiples as you can only have one primary assigned to each type.

Limitations: Profile can not be listed from here - only the profile ID is available. If you want the profile information, use the “Profile” and only include address, email or phone numbers from je “Profile Aep Id Fields” area. Also does not include the link to the profile when including the profile ID.


Profile Type

Description: Lists profile type codes and values

Usage: Use to review the list of profile types in your system

Limitations: No related information. Use the Profiles report to see assigned profiles for profile types.


Revenue Share

Description: List revenue share processing results and related information

Usage: Use for listings of revenue share to see total activity by fund or review particular batches.

Limitations: None


Scholarship

Description: Lists scholarships and related information (student profile, fund, 

Usage: Use to get listings of open/paid scholarships, scholarships by student or other listings.

Limitations: No payment dates or school info. Use the scholarship payment report to see that information.


Scholarship Payment

Description: Use to get scholarship payment detail and related information (scholarship item, school profile and grant)

Usage: Use to see payments to schools or open scholarship payment details.

Limitations: Only has access to student profile ID and name, not full student profile. No fund information available. To get either of these, use the Scholarship report.


Service Area

Description: Lists service area codes and values

Usage: Use to review your listing of service areas

Limitations: No zipcode assignment information, just the service area ID and name.


Steward

Description: Lists steward values

Usage: Use to review your possible stewards in your database

Limitations: No profile assignment information. Use the Profiles report to see profiles assigned to the stewards.


Supporting Org

Description: Lists the supporting org profiles in your database

Usage: Use to review your supporting org list

Limitations: Does not list the funds assigned to the supporting org. Use the Funds report to list the funds assigned to supporting orgs.


Task

Description: Lists tasks and related information

Usage: Use to review all open tasks, tasks by employee, see completed tasks by employee or groups of employees.

Limitations: None


Task Type

Description: Lists task type codes and values.

Usage: Use to review your listing of task type codes.

Limitations: No task information, just the codes. Use the Task report to see tasks by task type.


Till Deposit

Description: Lists bank deposits performed through the Till.

Usage: Use to build reconciliation or audit reports for manual bank deposits.

Limitations: Does not include Stripe deposits. Use Deposits for the auto-reconciled Stripe transactions. Also does not include amount of total deposit – Cash Amount is just the amount of cash that was part of the transaction – or detail lines/checks that were in the deposit. This is just a list of deposits.


Tribute

Description: Lists tribute values.

Usage: Use to see the list of tribute campaigns.

Limitations: No donation information, just the campaign name and honor/memory. Use donations report to see donations for a tribute campaign. 


User

Description: Lists user values.

Usage: Review your list of users for your system.

Limitations: No group information or permission information available.


User

Description: Lists user values

Usage: Review your list of users for your system

Limitations: No group information or permission information available.


User Action

Description: Lists user and actions they are able to perform in CommunitySuite.

Usage: Use to get the permissions audit list for all users in the system.

Limitations: Does not list the group a user is assigned to that gets the permission.


User Group

Description: Lists user and group assignment.

Usage: Review your list of users and group assignments for your system

Limitations: Does not show permissions. Join with results from “User Action” to show permissions also.


Voucher

Description: Lists vouchers and related information

Usage: List vouchers and payment information, get list of pending payments (filter on voucher status) including fund and profile (payee) info.

Limitations: Accounting information is limited to the asset account for statement vouchers. Check information is not linked here. Use Checks report to get check information.


Voucher Item

Description: Lists voucher detail and related information.

Usage: Use to get voucher information for campaigns

Limitations: Does not contain accounting information except asset account for statement vouchers.