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How Can I Use Gift Query Export Fields for Basic Calculations?

Tanya Valencia
  • Updated

Gifts come in many shapes and sizes which means the ability to query and sort a selection of Gift records does as well. The options available to export Gift records can serve a variety of reporting needs. This article will outline what happens when you select certain fields pertaining to different groupings, calculated totals, and formatting, as well as a few examples to illustrate the flexibility of Gift Query Exports.

Table of Contents 

  1. Executing a Gift Export
  2. Split By
  3. Group By
  4. Calculate
  5. How Options Interact

Executing a Gift Export 

After you have built all the necessary criteria for your Gift Query and you’ve landed on the results page, you can then execute an export. 

To learn more about building a query, check out this Support Article. 

Select the checkbox for all records to include in your CSV export. To include all records, select the checkbox at the top of the column. If your results span multiple pages, be sure to use the “Select all # items in query results” link to include ALL records in the export. 

Select the “Download CSV” button in the top right. 

In the pop-out window, you can review and select the various fields available to include in your file. Use the search bar to quickly locate a specific field. 

Note: The order you select the fields is the order they will appear in the CSV file. 

Many of these fields will simply be associated with Gift, Contact, and other information. We’ll focus on fields in the following groups: Split By, Group By, and Calculate.

Split By 

You can then choose how you would like Gift records to “Split By,” which can impact how one single Gift record is displayed in your file. For example, if one Gift has three Project designations associated with it, then that Gift ID will appear as three separate rows in the CSV file. 

Split By Option Include:

  • Project
  • Project Code
  • Project Type
  • Parent Project
  • Parent Project Code
  • Project Location
  • External Accounting Code

Group By

Selecting the “Group By” option will impact how the Calculated values are determined. These values are covered in the next section of this article. 

  • If you mark the “Group By Project” option then the Totals represented in the calculations will be grouped per Project present in your CSV file.
  • Leaving this unchecked will result in calculations that reflect the full selection of Gifts in your CSV file. 

Below is an example of an export that does NOT Group By Project. 

When Grouping By Parent Project, you can expect both the Parent and SubProject calculations included in your export. 

Below is an example of an export that does Group By Project. The Parent Project “Education USA General” is displayed as a standalone Project with the additional SubProjects “Orlando, Phoenix, and Seattle Campus” are displayed as their own line items. 

As a reminder, Parent and SubProjects function as standalone Projects and the parent-sub structure is intended to allow for Project Totals to easily “Roll-Up” to the Parent Project. 
 

Calculate 

Finally, in the last section of options, you can choose which calculations to include in your Gift export. This is not a required step for exporting but can provide you with quick totals for all Gift records included in your export.

The available calculations include:

  • Giving Total
    • The total dollar amount of all Gifts.
    • Group By Project Enabled: The total dollar amount per Project of all Gifts.
  • Contact Total
    • The total dollar amount given by each Contact in the export.
    • Group By Project Enabled: The total dollar amount given per Project by each Contact in the export.
  • Channel Total
    • The total dollar amount generated through each specific Campaign Channel.
    • Group By Project Enabled: The total dollar amount generated per Project through each specific Campaign Channel.
  • Gift Count
    • The total quantity of Gifts
    • Group By Project Enabled: The total quantity of Gifts per Project.
  • Segment Total
    • The total dollar amount per Segment.
    • Group By Project Enabled: The total dollar amount per Project per Segment.
  • Average Gift
    • The average Gift Amount.
    • Group By Project Enabled: The average Gift Amount per Project.
  • Batch Total
    • The total dollar amount included in each Batch.
    • Group By Project Enabled: The total dollar amount per Project included in each Batch.

You can select more than one “Calculate” option. In the example below, the Giving Totals AND Contact Totals are provided. 

After you have selected the appropriate fields to include in your export and settled on the grouping and totals to include, select “Download CSV.” 

How Options Interact

In this example, the end goal is to find the total dollar amount donated to each Project during a specific timeframe. 

The Gift Query criteria below is used to specify the exact timeframe to be included and the requirement of a Project designation being present. 

The export selections include:

  • “Split By Project,” which will ensure the final file has a row for each Project designation.
  • “Group by Project,” which will provide totals PER Project.
  • “Giving Total,” which dictates exactly which calculation to be displayed per Project. 

The exported CSV file now displays a row per Project designation, meaning one Gift ID may appear more than once. 

At the bottom of the CSV file, there will be calculations PER PROJECT for Gift records included in the export.

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