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.
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.
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.
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.
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.
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.
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..
Description: Lists campaign group codes and descriptions
Usage: Use to review list of campaign groups
Limitations: Only lists the groups - no related information.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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. Use donation, voucher or grant reports to get activity within a fund. The following fields are updated each night at midnight: Current Fundbalance, Current Principal, Current Spendable.
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.
Description: Lists the beneficiary, fund and percentage information for any and all fund beneficiaries.
Usage: Use to review your fund beneficiaries
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.
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.
Description: Lists the fund segment code table
Usage: Use to review your fund segments
Limitations: Does not lists funds assigned to segments. To see funds by segment, use the funds report.
Description: Lists the fund division code table
Usage: Use to review your fund divisions
Limitations: Does not lists funds assigned to divisions. To see funds by division, use the funds report.
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
Description: Lists general ledger transactions
Usage: Use to get general ledger activity reports - transactions by account or division or other fund codes
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.
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.
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.
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.
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/
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.
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.
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.
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.
Description: Gets audit log and employee information.
Usage: Use for reviewing/auditing data changes.
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.
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.
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.)
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.
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.
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.
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.
Permission Audit Log
Description: Lists log of changes to Permissions.
Usage: Use to review changes to Group Permission settings.
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.
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.
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.
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.
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.
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.
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.
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 the “Profile Type Id Fields” area. Also does not include the link to the profile when including the profile ID.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Tribute Notify Report
Description: Lists donation fields and all tribute notify fields
Usage: Use to see the list of tribute notifications
Description: Lists user values.
Usage: Review your list of users for your system.
Limitations: No group information or permission information available.
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.
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.
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.
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.