How to make the most of MyDonate charity reportsA guide to using the MyDonate reporting tool December 2012

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How to create a MyDonate charity report

1. Log in to MyDonate with your charity account details.

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2. Click on ‘Reports’ in the left-hand menu and then select ‘Create a new report’ from the drop down menu.

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3. Select one or more reports, the options are as follows:

•Events •Fundraisers •Donations •Payments

Youcanvieweventsthatyourcharityhascreatedduringthereportingperiod.Youcanchoosetodisplayeventsthathavebeencreatedwithinyourspecifieddaterangeorfromeventsthathaveastartdatewithinthattimeperiod.

Formoreinformationaboutthecontentsofthesereportsseepage 9.

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4. Specify a date range, the options are as follows:

•Yesterday •Lastweek •Lastmonth-calendarmonth •Custom-adaterangeofyourchoosing(themostrecent

dateavailablebeingyesterday)

To choose an option simply select the appropriate radio button. If you select ‘Custom’ then you will be required to enter a date range.

Your preferences will be remembered so the next time you log in to your account and return to the ‘Reports’ page your previousselectionswillbedisplayed.

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5.Choosetoreceiveanemailnotificationwhenyourreportsare ready. Reports are usually generated in a few seconds, during busy time periods this might take a little longer.

Toreceiveanotificationthatyourreportisready,simplytick the box and enter the email address you would like the emailnotificationtobesentto.

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6. Click the ‘Create Reports’ button. You will then be automatically redirected to your ‘Recent Reports’ page.

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7. On the ‘Recent Reports’ page you can download your report once it has been created. If your report is not ready a message will be displayed.

Allreportsthatyoucreateforyourcharityareavailableinthe ‘Recent Reports’ section which allows you to access anddownloadindividualreportsgeneratedwithinthepast7days.Ifyouhavejustinitiateda‘CreateReport’requestthen the report may take some time to appear, the status of yourreportwillbeconfirmedonthispage.

Reports are displayed in chronological order, simply click ontheReporttitletodownloadtheCSVfile.‘Reporttype’ and ‘Created date’ columns also help you to identify individualreports.

Understandingthereportfilename

Eachreportfilenameincludesthefollowinginformation: •Startdate •Enddate •Dateandtimereportwascreated •Reporttype •Sortorder •Numberofdatarecords

Anexampleofareportfilenameandexplanationofthevariouselementsisasfollows:

120101-120331-120417-14-02_donation_dnd_22.csv

•startdate=01January2012 •enddate=31March2012 •dateandtimecreated=17April2012at14:02 •Donationsreport •Sortbydonationdate •22linesofdata

A complete explanation of Sort Order options are:

•Eventpod=SortbyEventInstancecreationDate •Fundraiseresd=SortbyEventInstanceStartDate(that

thefundraiserpageisbasedfor) •Fundraiserpod=SortbyPagecreationDate •Fundraiseresd=SortbyEventInstanceStartDate(that

thefundraiserpageisbasedfor) •Donationdnd=SortbyDonationDate •Paymentspyd=SortbyBACSpaymentdate

Note:Ifwhenyouspecifyyourreportoptionsyouchoosemultiplereports(e.g.eventsandfundraisers)thesewillbeavailableas2separatefilesintheRecentReportssection.

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Types of report

MyDonate offers the ability to request a set of reports from withinacharityaccountwhichareavailabletodownloadasCSVfiles.TheCSVfileformatallowsthedatatabletobeeasilyretrievedintoavarietyofapplications,althoughtheyarebestviewedwithinonewherethedataisincolumnarformatforeasier manipulation e.g. spreadsheets and databases.

The reporting tool allows charities to create bespoke reports foraspecificdaterangeandincludesacombinationofthefollowing information:

•Events–viewdetailsofeventscreatedbyyourcharity(bycreationdateorstartdate)

•Fundraisers–viewfundraiserpagesassociatedwithyourcharityoryourevents(bypagecreationdateoreventstartdate)

•Donations–viewdetailsofalldonationsreceivedviafundraisers and donors to your charity

•Payments–viewBACSpaymentsmadetoyourcharityfromMyDonate

Youcanchoosetobenotifiedbyemailwhenyourreport(s)areready by ticking the box and to also include information for fundraisers and donors during the reporting period?

Additionally there is an option to request a contact listing from within the report selection screen.

MyDonatealsoprovidesasummaryofthedatastoredwithinyouraccountviaa‘Dashboard’.Onceyouhaveloggedintoyour Charity account, click on ‘Reports’ and then ‘Dashboard’ inthelefthandmenutoseegraphscontainingyouraveragedonationvalueandaveragedonationsperfundraisingpage.The horizontal axis represents the past 30 days while the verticalaxisrepresentstheaveragedonationamountinpounds. The percentage of donors who are claiming Gift Aid andthepercentageofinactivefundraiserpagesareshownviapiecharts.

There is no limit to the number of reports you can create. The ‘Recent Reports’ section allows you to access and download individualreportsgeneratedwithinthepast7days.Theyaredisplayed in chronological order and distinguished by report name and type.

Note:Allmonetaryvaluesinthedownloadablereportsaregivenin pence.

Events Report

Dataavailableinaneventreportincludes:

•CharityID•EventIDandname•Keycontactname,keycontacttelephonenumber•EventpageURL•Eventstatus(active,draftorexpired)•Eventcreateddateandexpirydate•EventinstanceID,creationdate,startdate,enddate•Eventinstancepublishstartdate,publishenddate•Eventinstancedonationstartdate,donationenddate•Eventinstancebuildingname,street,town,county,post

code, country •EventinstancepageURL•Summaryofgrossdonations•Summaryofnetdonationamounts•SummaryofGiftAidamounts

Whenaneventhasmultipleinstances(i.e.morethan1)suchaseventstakingplaceatdifferentlocations,thereportwill automatically include details for all instances. These will appearasindividualrowswithinthereport.

Note:Eventreportsdonotinclude‘fundraiserevents’.

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Fundraisers report

View fundraiser pages associated with your charity and yourcharityevents.Youcanchoosetodisplayfundraiserpagescreatedwithinyourspecifieddaterangeortodisplayfundraiserpagesthathaveastartdatewithyourspecifieddate range. If a fundraiser has multiple fundraising pages, each will appear as a separate line in the report by page creation dateoreventstartdate.

Dataavailableinafundraiserreportincludes:•FundraiserID,title,name,postalande-mailaddresses•Connectedbenefit(e.g.whetherthecharityiscontributing)•FundraiserPagecreateddateandexpirydatealongwithstatusi.e.Active,expired

•Fundraisertargetamount•FundraisingpageIDandURL•Fundraisingeventnameandstartdate•Whetherit’safundraisercreatedevent(oracharityevent)•Contactablestatus

Donations Report

Viewdonationsmadeviafundraisersordirectlytoyourcharityandyourcharityevents,includingGiftAidandincomecodesor tags. Donations are presented in chronological order within yourspecifieddaterange.

Dataavailableinadonationsreportincludes:

•DonationID,dateandfrequency(singleorrecurringpayment)•Netdonation•TotaldonationsbeforeGiftAid•TotalGiftAid(includingtransitionaltaxrelief)•Donortaxpayerstatus•DonorID,title,name,postaladdress,e-mailaddressand

phone number along with their ‘contactable’ status •WhetherthedonationwasmadedirecttothecharityviaMyDonate(orviasponsorshiptoafundraiserviaMyDonate)

•CharityID(MyDonateregistration)•FundraiserID,titleandname•FundraisingpageID,URL,eventnameanddate•Whetherit’safundraisercreatedevent(orcharityevent)•FundraisingeventID•Acquirerfeeamount•Fundraisingpagetaggingoptions(1-6)•Messagefromdonortofundraiser

Payments report

ViewdetailsofweeklyBACSpaymentsmadetoyourcharityfromMyDonate.Paymentsarepresentedinchronologicalorderwithinyourspecifieddaterange.

Dataavailableinapaymentsreportincludes:

•Paymenttype • Donation • Donation chargeback • Acquirer charge back fee • Donation settlement failure •GiftAid(aspartofadonation) •GiftAidadjustment-HMRCgiftaidadjustment(usually

aspartofaHMRCauditofmyDonate) •BACStransfersettlementfailure

•BACStransactionIDandprocessingdate•DonationID•GrossdonationbeforeGiftAid•TotalGiftAid•Netdonation(excludingacquirerfeeandGiftAid)•DonorID,titleandname•Donortaxpayerstatus•Donorcardtypeandcardacquirerfeeamount(1.3%forallmajorcreditcardsand15pforeachdebitcardtransaction)

•FundraiserID,title,name,postalande-mailaddresses.•FundraisingpageIDandfundraisingeventID•CharityID