SayPro Reviewing the Monthly January List of Individual Donors Report

SayPro Report Generation: Reviewing the Monthly January List of Individual Donors Report

Once the Monthly January List of Individual Donors Report is generated, it’s crucial to conduct a thorough review for accuracy and ensure that all donor information is presented in a clear and readable format. This step helps ensure the data is correct, easily interpretable, and ready for sharing with stakeholders or further analysis.

Key Steps in Reviewing the Report:

1. Review Donor Information Accuracy

Start by verifying that all donor details are correct and that the data extracted from documents has been populated accurately in the report.

• Donor Names: Ensure that donor names are spelled correctly and correspond to the data from the gathered documents.
• Donation Amounts: Double-check that each donor’s donation amount matches the information in the original documents (receipts, bank statements, or email confirmations). Verify that the amounts are consistent with the expected currency and format.
• Dates of Donation: Confirm that the dates of donation are correct and fall within the intended time frame for January. Ensure there are no discrepancies in date formatting (e.g., MM/DD/YYYY vs. DD/MM/YYYY).
• Purpose of Donation (if applicable): Review any designated purposes for donations, such as specific projects or campaigns (e.g., “general fund” or “disaster relief”), ensuring these align with what was recorded in the documents.
• Payment Methods: Cross-check the payment methods (e.g., credit card, PayPal, bank transfer) and ensure they match the data in payment gateway records or receipts.

2. Check for Missing Data

Look for any missing or incomplete data fields. This could include:

• Missing Donor Details: Ensure all donor records are fully populated with necessary information (name, amount, date, payment method, etc.).
• Unfilled Fields: If any fields, such as donor messages or special notes, were expected but are missing, investigate why they were omitted and add the necessary details.
• Categorization Errors: Check if the donors are properly categorized (e.g., new donors, recurring donors, major donors). Inaccurate categorization could lead to issues in donor outreach or reporting.

3. Validate Report Formatting

Next, ensure that the report is well-organized and readable. This will make it easier for your team and stakeholders to interpret the data.

• Consistent Layout: Ensure that the layout is consistent, with donor information properly aligned in columns (e.g., name, amount, date, purpose). Each section of the report (e.g., total donations, donor categories, top donors) should be clearly labeled.
• Clarity and Readability: Confirm that the font, size, and color scheme used in the report make the information easy to read. Avoid clutter or excessive use of text that could hinder clarity.
• Headings and Subheadings: Use appropriate headings (e.g., “Donor Name,” “Donation Amount,” “Purpose”) and subheadings to make sections of the report easy to navigate.
• Data Grouping: Ensure the data is logically grouped. For example, donations should be grouped by donor categories (e.g., first-time donors, major donors) or by specific campaigns/projects.

4. Look for Summary Accuracy

Check that the summary and breakdown sections (e.g., total donations raised, average donation amount, donor categories) are accurately calculated.

• Total Donations: Double-check the final total donations raised for the month to ensure that it’s correctly calculated based on individual donations.
• Average Donation: Verify that the average donation is accurate. It should be calculated by dividing the total donations by the total number of donors.
• Donor Segmentation: Review the breakdown of new, recurring, and major donors to ensure they reflect accurate data based on your donor definitions.

5. Check for Consistent Date Ranges

Ensure that all dates in the report are consistent and match the intended reporting period.

• Date Range: The report should clearly indicate that it covers January 2025 (or whichever month is being reported). Double-check that no donation records fall outside the correct timeframe.
• Transaction Dates: Ensure that all transaction dates and donation dates align with the report period.

6. Confirm Report Completeness

Ensure that no important data has been omitted from the report:

• Tax Receipts and Acknowledgment Letters: If applicable, verify that all tax receipts and thank-you letters are included for the corresponding donors.
• Donor Engagement Notes: If your organization uses notes for specific donors (e.g., special recognition or a thank-you note), ensure these have been included or flagged for follow-up.

7. Ensure Compliance and Transparency

For organizations that must comply with certain regulations or donor transparency standards, review the report to make sure it aligns with required formats.

• Legal Compliance: Ensure that tax receipt information and donor acknowledgment comply with local regulations (e.g., including the donor’s full name, donation amount, and any relevant tax information).
• Transparency: The report should clearly show how donations have been allocated or if any specific funds have been earmarked for designated purposes.

8. Verify Visual and Data Consistency

If your report includes graphs, charts, or tables, make sure that the visual representations are accurate and represent the correct data:

• Charts/Graphs: Verify that any visual elements (e.g., pie charts showing donation breakdowns by category) match the actual data in the report.
• Tables: Ensure that tables correctly display donor information and that they’re consistent with the text data in the report.

9. Test Data Interactivity (if applicable)

If the report is being shared in an interactive format (such as a dashboard or live spreadsheet), ensure that users can easily filter and manipulate the data as needed.

• Filter and Sort Options: Test that the sorting and filtering options work properly (e.g., filtering by donation amount, donor type, or campaign).
• Functionality Checks: Ensure that interactive features, like drill-down capabilities, are functional and providing the right insights.

10. Get Final Approval

Once you’ve reviewed the report for accuracy, readability, and completeness, it’s essential to get the final approval from relevant stakeholders. This may include:

• Management or Fundraising Team Review: Have the report reviewed by the fundraising or management team to confirm that the data reflects their expectations.
• Board or Leadership Review: If the report is to be shared with board members or leadership, ensure it meets their standards for clarity and transparency.

Conclusion

The review process ensures that the Monthly January List of Individual Donors Report is accurate, professional, and ready for distribution. By carefully checking for data accuracy, formatting consistency, and completeness, you can guarantee that the report will serve as a reliable tool for decision-making, donor stewardship, and transparency. With SayPro’s automated reporting features and careful review, your team can confidently share donor insights with stakeholders and track your fundraising progress.