Gift History Report

Gift History Report

This report provides a list of all historic Gifts, with a grand total of all Gifts displayed at the end of the report. This is a powerful report that offers more than 100 fields from four different tables (Gift history, Fund, Donor, and Profile) that you can use for Selection and Sorting criteria. You can list Gifts either from the Donor’s perspective (one line per Gift) or from the Fund perspective (one line per recipient Fund).

You can optionally include subtotal lines in this report based on your Sorting criteria (for example, you could sort and subtotal the report based on the Donor).

NOTE: Refer to Gift History Report Tips below for more information about this report, including information about defining your Selections and Sorting criteria for different purposes, adjustment issues that affect the report, and how to include a Gift Count on the report.

NOTE: You can create Contacts or add Affiliation codes to each unique Profile ID code included in this report, directly from the FIMS viewer. Refer to Creating Contacts from Reports and/or Exports in the Introduction and Adding Affiliations from Reports and/or Exports in the Profile Management module for more information.

NOTE: You can access this report from anywhere in FIMS by selecting Reports > Gifts > Gift History Report.

Gift History Report

Gift History Report Fields

Ind Column Codes

Gift History Report Tips

The Gift History report, which has a deceptively simple output, employs a powerful flex-reporting engine that can list Gifts from the Donor’s perspective (one line per Gift), or from the Fund perspective (one line per recipient Fund). Here are some tips for effective use:

General Tips

• If the Sort criteria you enter do not require a listing by Fund, only one line will appear per Gift.
• If a Gift that was distributed between multiple Funds appears in a one-line-per-Gift report, the value in the Gift Amount column will be equal to the total Gift Amount, and the value in the Fund column will be “Multiple Funds”.
• If the Sort criteria require a listing by Fund, one line will appear on the report for each Fund receiving a distribution from the Gift. The value in the Fund column will equal the Fund Name, and the value in the Gift Amount column will equal the total for that Fund.

It is possible to have two distributions to the same Fund (for example, if one distribution goes to the Principal and the other to the Income). In this case, the same Gift number will appear in the report twice, and the Gift count will be increased by one. (Note that the Gift count when listing by Fund is always higher than the Gift count when the sort criteria do not force a listing by Fund – assuming there are any Gifts distributed to more than one Fund.).

The Fund Alpha Sort Name and the FundID sort fields will always result in multiple lines for Gifts to multiple Funds. All other Fund fields (for example, Division, Class, Type, and Sub-Type) may result in multiple lines for Gifts to multiple Funds but will not always do so.

• If the Selection excludes one or more Funds that received a distribution as part of a Gift to multiple Funds, one line will appear for each Fund, with the Gift Amount equal to the remaining Gift total, and Fund equal to the remaining Fund Name (if there is only one), or “Multiple Funds”, if there is more than one Fund.
• The Gift History Report provides both Gifts and non-Gift amounts. Non-Gift amounts record the value of a premium or benefit received by the Donor in return for his contribution. Some organizations also use this amount to keep track of miscellaneous receipts that have no Gift Amount.

• If you want to list all Gifts (regardless of whether they have an associated Non-Gift amount), select on Gift Amount .01 through 99999999999. Use the (Gift) Amount field in the report.
• If you only want to list Gifts without an associated Non-Gift amount, select on Gift Amount .01 through 99999999999, and Non-Gift Amount 0.00 through 0.00.
• If you want to list Gifts with Non-Gift amounts (regardless of whether they have an associated Gift Amount) select on Non-Gift Amount .01 through 99999999999.
• If you want to list Non-Gifts without an associated Gift Amount, select on Non-Gift Amount .01 through 99999999999, and Gift Amount 0.00 through 0.00.

• The Gift Date and Transaction Date (equal GL Apply Date) are normally identical, unless you clear the Use Gift Date as GL Apply Date checkbox when you post your Gift and enter a different Apply Date.

Adjustment Issues and Tips

There are two closely related types of Gift Corrections (changes to amount, Fund, or apply date on posted Gifts): Reversals and Adjustments.

A Reversal creates an unposted negative-amount Gift, which cancels out the original Gift when it is posted.

An Adjustment also creates an unposted Reversal – but it also creates an unposted copy of the original Gift, which you can edit to make the desired change. You must post both of these Gift records to complete the adjustment.

The Gift Date of the Reversing and the Adjusting Gift can be the same as the original Gift. You should make sure the dates match if the period for the original Gift is not closed. If you are correcting a Gift because the original Gift had the wrong date, then the Reversing Gift date will be the same as the Original, but the Adjusting date will be different.

An Adjustment Type code identifies these record categories in Gift History:

The Indicator column on the Gift History Report reflects these Adjusting Types, plus Interfund and Multiple Fund Gifts:

Original Gifts and Adjusting Gifts will always appear on the report if they fall within the selected Gift Date range. The Ind column value will either be blank, M, or I.

NOTE: To exclude all Original and Adjusting Gifts, Select the Adjustment Type and set it to either R through R, or S through S.

Gift Count Tips

If you Sort and Subtotal by Fund ID, the subtotal line will display a Gift Count, an Adjusted / Source Gift count (the number of S's unmatched in the Selection range), and a Reversal count (the number of R's unmatched in the Selection Range). The Gift Count does not include the Sources or Reversals. However, it does include Multi-Fund Gifts and Interfund Gifts.

The grand total line will display four counts: a Gift Count, an Adjustment Count, a Reversal Count and a Multi-Fund Gift count.

NOTE: The Gift Count is from a Donor perspective, not a Fund perspective. The count on the grand total line counts a Multi-Fund Gift once, whether or not the report is subtotaled by Fund.