Reporting Overview

You can track and organize all the data flowing into Qsuite using Reporting.  Here you will find canned reports as well as a report builder that allows you to create and save your own reports.

 

Don’t see a report section that you need? Access to reporting is permission based; check with your administrator to see if they can review your access and adjust your permissions accordingly.

 

Reporting Menu

Reporting Home:  Return to the Reporting Home page.

Financial:  Run transaction reports on activity from all your Qsuite products.

My Saved Reports:  Manage or run your saved report templates.

SmoothPay:  Run SmoothPay batch detail reports.

Profiles:  Run Profile statistic reports.

Donations:  Run reports on donations from your Giving Pages.

Events:  Run reports on registrations and transactions from Events.

Payments:  Run transaction reports from custom page activity.

Statements:  View and print billing statements.

Create a Report Create a brand new report from scratch.

 

Reporting Home Page

When you select a canned report it opens the report builder with the saved parameters loaded.  You can make changes, print, export and/or save an updated report as one of your own custom reports for future use.

 

Financial

Financial reporting includes transactions from all products in your Qsuite. The fields available will be primarily about payment type, amount, etc.

 

My Saved Reports

My Saved Reports is where you can quickly pull up custom report templates that you’ve previously saved, or you can create a new report from scratch.

 

SmoothPay

SmoothPay reporting  pulls down your deposit activity by transaction date and or payout date.

 

Profiles

Profiles reports on statistical data for newly created Profiles, successful logins, password resets, etc. over a specified time-frame.

 

Donations

Donations reports on your DonateQ activity. Fields include Page Name, Honorarium, Category, etc.

 

Events

Events reports provide reporting on EventQ activity and include fields like Event Details, Registrant data, Primary Contact information, Extras and Sponsorships.

Event reporting also includes (Fixed Format” templates that consolidate registrants and their selections into single line items for easier reference.  These reports are pulled by Event Name only and are not customizable.

Payments

Payment reports are pulled by Page Name.  This is a data export for the transaction details along with the custom field data that was passed to us with the transaction.

 

Statements

Billing is where you can pull up the current and previous monthly statements to view or print.

 

Create Report

When creating a report from scratch, your first decision is what type of report to create.  The type of report dictates what fields and filters are available in the builder.

 

Report Name

Each report starts with a Report Name and Description. If you are selecting an existing report these will be populated but if you are a creating a new report completing these fields will help you to locate your report in My Saved Reports when you want to use it later. You can also choose to make your report viewable to other users by selecting the Share My Report checkbox next to the Report Name.

 

Action Icons

Run: Run the current report settings and display results in the report area at the bottom of the report builder window.  Once you’ve run your report you can go back to the designer by clicking “Back To Design” at the top of your report to make any needed changes.

Save: Save the existing report settings.  If the report is already in My Saved Reports, it simply updates, if you want to take a pre-built report, make changes and save it as your own, you will need to click “Copy” to make the Save option available.

Copy: Creates a new report using the existing report settings.  Only a saved report can be copied.

Delete: Deletes the report.  Reports can only be deleted by the Report Owner.

Print: Prints the report.  You must click “Run” before Print becomes available.

Export: Exports your report to Excel (.xml).  You must click “Run” before Export becomes available.

Close: Closes the report builder window.

 

Filters

You can select filters to narrow down the results for your report.   To select more than one option in a drop-down list, hold the [Ctrl] key down while you select or unselect options.

 

Start/End Date: The Start and End Date pull items that processed during that time frame, based on the Last Run Date field.  You can change the date parameter using “Advanced”.  A date range is required for most reports.

Status: Frequency and Payment Method: Selecting All will pull all statuses, while selecting one or more of the options will narrow your results to items that meet your criteria.

Page/Event Name:  You can filter results by the selected Giving Page(s), Event(s) and/or Custom Page(s).

 

Advanced

Advanced Filter Options provide more specific data filtering, based on dates and amounts.

 

Date Filter:  Select either Scheduled Date or End Date to filter the report by.  You must include the date field in the Report Area before you can filter by it.

Numeric Filters:  Numeric Filters require a 3-step process to specify the amount field, the circumstance, and the amount(s) to filter your results by.  First, select Total Amount or Category Amount to choose what amount field you want the report to use as the filter.  You must include the specified amount field in the Report Area before you can filter by it.  Second, specify the amount circumstance to filter the results by using the ‘Amount Field Action’ drop down menu (i.e. the amount is “Greater Than”, “Less Than”, or “Between”).  Third, use the ‘Compare One’ and ‘Compare Two’ fields to specify the specific amount(s) based on the circumstance you just selected.

 

Grouping and Sorting

Group By: When grouped eligible fields have been added to your report they will appear in the ‘Group By’ dropdown menu.  Selecting a ‘Group By’ field will subtotal the ‘Amount’ field.
Sort By: You can select up to three fields to ‘Sort By’; the dropdown menus will contain only fields included in your report area.

 

Available Fields

You can drag and drop the fields you want to include in the report.  To add a field, click and hold on the field name and drag it into the Report Area (default placement is at the end of the report).  The fields that are available for inclusion in your report are based on the report type, which would have either been selected when you created the report, or is based on the section from which a saved report was selected.  A (*) icon next to a field name indicates that the fields will be determined when the report is run (i.e. Categories, Questions, or Custom Fields).

 

Field Groups

A green (+) icon next to a field indicates a group of related fields.  You can click on the (+) open the group and add fields from that group individually, or,  you can select the group name and drop the whole field group into your report.

 

Category

Categories are a group of fields that will automatically add the following:

  • Category
  • SubCategory
  • GL Code
  • Category Amount

If you remove the Category column, Subcategory and GL Code will also be removed. If you remove the Subcateogry column, Category and GL Code will also be removed.

 

Custom Fields (DonateQ/CustomQ)

Custom Fields are designated by the user when building the Giving Page or Custom Page a transaction originated from.  Custom fields will appear at the end (right side) of your report regardless of where you place them on the screen.

Extras (EventQ Only)

Extras are the optional selections from an Event, and include the following fields:

  • Extra Name
  • Extra Description
  • Quantity
  • Cost
  • Sub-Total
  • Discount
  • Total

If you remove the Extra Name column, all but the Total field will also be removed.

 

Questions (EventQ Only)

Questions create custom columns for each question from an Event.  These columns group together at the end of the report regardless of where you place them in the Report Area.

 

Report Area

To reorder the columns once a field has been added, you can click on the column header and drag it where you would like that column on the final report.  To remove a field or fields once added to the report area, grab the field and drag to the recycling bin at the bottom of the report area.


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