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netgreen
Level 3

How to produce biggest donors report with contact info

I'm using QB Premier Nonprofits Edition 2016.  We want to produce a report of all the donors we've had over the past 3 years that includes their contact info (street, city, state, ZIP) and a SUMMARIZED total of all their donations during that time.  The goal is to create a mailing list that targets the best donors that we've had over the past 3 years.

There are two different reports that provide most of that info:

  • The Biggest Donors/Grants report shows the donors' names & amounts of their donations, and the report can be "collapsed" to just show the total donations for each donor as well as the overall percentage of their donations as part of all donations we received..  But there is no way to add any columns for addresses or any contact info!
  • The Donor Contribution Summary report shows us all of the contact info that we need and can be customized to add or remove columns as needed - great!  But there is no way to just show the total of all their donations over that time period; each donation is a new row on the report and the report can't be "collapsed" like the Biggest Donors/Grants report can be.  So those who have given us multiple donations may have 3 or more rows shown as well as a total of all their donations, making it difficult to create a mailing list from the report (via Excel) without duplicate entries for these folks - our best donors!  I'll have to manually go through the list of hundreds of donors in Excel to delete the duplicate entries so I just have the rows with the totals for each donor

Any ideas on how to accomplish what we need?

11 Comments 11
IamjuViel
QuickBooks Team

How to produce biggest donors report with contact info

Hello there, @netgreen.

 

I appreciate you for sharing a complete detail of your concern. Allow me to help walk you through customizing the reports available in QuickBooks Premier Nonprofit Edition to suit your business needs.

 

With QuickBooks Desktop, you have an array of reports you can choose from which allows you to filter it and display only the data you want.

 

The Donor Contribution Summary can be customized to show only the total amount of donors received. Here’s how:

  1. Open the Donor Contribution Summary report.
  2. Click Customize.
  3. Under Display tab, put a check mark on:
    • Name
    • Name Address
    • Name Contact
    • Name Phone #
    • Name E-Mail
    • Pay Method
    • Amount
  4. Click Ok.
  5. In the Donor Contribution Summary page, choose Total Only under Total By.
  6. Hit Refresh.

non.jpg

That should do it! You can also click Memorize so that the system will remember the current filter you’re using and the report will be added to your list of memorized reports.

 

For additional insights, you may refer to these articles:

Don’t hesitate to leave a comment below if you have other questions about generating donor reports via QuickBooks. I’m always here to help.

netgreen
Level 3

How to produce biggest donors report with contact info

Sorry, but no joy - it still shows a separate row for every donation made by each donor.  I even tried un-checking the Pay Method and Amount fields, but I'm still getting an additional row for every donation made by the same donor instead of one total for that donor for that time period.

Anonymous
Not applicable

How to produce biggest donors report with contact info

The OP asked for a summary report.  Intuit described creating a detail report (though it is mis-titled as a summary report Intuit can tell the difference, right?)

Angelyn_T
QuickBooks Team

How to produce biggest donors report with contact info

Thank you for getting back to us here in the Community page, @netgreen.

 

I'm here to help you run the report in QuickBooks Desktop (QBDT) with the information you need.

 

As mentioned by our colleague @juVielL, you'll be able to have the total amount of donors received by running the Donor Contribution Summary report. You'll just need to make the necessary customization and choose Total only beside Total By.

 

Here's how:

 

  1. Open the report and make the necessary customization following the steps provided above.
  2. In the report's page, click Total By drop-down arrow.
  3. Select Total Only.

 

 

After following the steps provided, you'll be able to run the report with the total donations amount for each donor. If you have any other questions, feel free to click the Reply button. We're always here to help!

JuvielFromLS
Level 2

How to produce biggest donors report with contact info

 
netgreen
Level 3

How to produce biggest donors report with contact info

Your instructions do NOT work the way I need the report to work.  While it may appear to be working since the Default sort method is to sort by the transaction date, we have many donors who have made multiple contributions over the past year / years.  Each of those contributions shows up as a separate row in the report.  Try sorting the report by Name and you'll get results like those in the attached screenshot, with 3 or more rows of entries for many of our donors.  (NOTE: I'm selecting the separate Street 1, Street 2, City, State, ZIP fields instead of the "Name Address" field because I will need to export this to Excel where I can sort based on ZIP codes. But I tried it with just the Name Address field with the same results. And including the Pay Method field ensures that there will be multiple entries because the same donor often has used multiple payment methods!)

 

Again, my goal is to get just ONE row for each donor showing the TOTAL of all donations over a specific time period so that we can dump it to Excel and use it for a mailing list for an appeal letter.  Using the instructions you've provided will require me to manually go through hundreds of rows in Excel and delete all the additional rows for those with multiple donations.

Anonymous
Not applicable

How to produce biggest donors report with contact info

RE: You'll just need to make the necessary customization and choose Total only beside Total By.

 

No, that does not make a detail report into a summary report. 

Anonymous
Not applicable

How to produce biggest donors report with contact info

RE: @BRC If their answers are wrong, what is your take on this? Are you even using QuickBooks Desktop Premier Nonprofits Edition 2016?

 

There is no way to create a summary report that also has contact information in columns next to the summary number within QB using the QB reports.

 

You could create two reports, one with the summary numbers and one contact report, but not on one report.

Anonymous
Not applicable

How to produce biggest donors report with contact info

RE: Again, my goal is to get just ONE row for each donor showing the TOTAL of all donations over a specific time period so that we can dump it to Excel and use it for a mailing list for an appeal letter. 

 

Not possible in QB, but with our BRC Donor Statements  app you can not only create such a table with the sum of donations and contact information, but you can actually create the donor statement letters ready to print and mail, complete with addresses and also your customer text, the donor's details for the period, and so on.

netgreen
Level 3

How to produce biggest donors report with contact info


There is no way to create a summary report that also has contact information in columns next to the summary number within QB using the QB reports.

 

You could create two reports, one with the summary numbers and one contact report, but not on one report.


Thank you for confirming that QuickBooks cannot produce the report that I need.  It seems strange that a report showing the Biggest Donors/Grants has no capacity to also show the contact information for those donors or grantors!  I would hope that Intuit would add that capability to the report in the future.

 

Merry Christmas to all,

David

Beginning Bookkeeper
Level 1

How to produce biggest donors report with contact info

The only way I found to get this information was to produce it myself by combining 2 reports that QB offers. Run the Biggest Donor report so you know who is on it. Print it for reference. Then click the Excel button. This will create the spreadsheet that you add the additional information to.

Run the Donor Contribution Summary.

Customize the report by putting checkmarks next to the information you need to see printed. For example, put a checkmark next to Name, Address, City, State, Zip. Click the Excel button. When this spreadsheet is generated you can highlight each line, one at a time, copy and paste into the Biggest Donor spreadsheet. It is a hassle but a lot of time is saved vs having to retype all that information in.

If you are using the report to complete a 990 and need it for donors only giving $5,000+ , you can also delete all the donors that appear on the Biggest Donor report that DIDNT meet the limit. This helps cut down on the data you are dealing with. One more tip, when you run the Donor Contribution Summary, you can filter only those names that appeared on the Biggest Donor report. 

To do this, Customize the report. Click Filters. Select Name, then in the dropdown box select Multiple Names. You can then place a checkmark next to only the names that apply to your report.

Again, time consuming and irritating that QB doesn't offer the option, but hopefully a little bit of a solution.

 

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