Identify Your Best Donors, Streamline Collections
 QuickBooks reports are arguably the main benefit of using the software to track your finances. At the click of a button, QuickBooks turns your day-to-day transactions into valuable reports that take you out of the details to give you a bird's eye view of how your organization is doing.
This article gives you an introduction to a few key customer reports that'll give you important information about your donors. We recommend that you open each report in your copy of QuickBooks as you read about it.
Key Donor and Collection Reports
Accounts Receivable (A/R) Summary and Detail
Customer Balance Summary and Detail
Collections
Income by Customer Summary and Detail
Biggest Donors/Grants (Premier: Nonprofit Edition only)
Budget vs. Actual by Programs/Projects (Premier: Nonprofit Edition only)
Modifying Reports
Keep in mind that you can modify any QuickBooks report to give you exactly the information you're looking for. We've included instructions at the end of this article.
Make a Date with QuickBooks
Don't forget to periodically schedule time to go over your QuickBooks donor reports. Knowledge is power: the more you know about how your organization is doing, the better equipped you'll be to make smart decisions every day.
Accounts Receivable (A/R) Summary and Detail
These two reports tell you which of your donors have pledged money, and which are past due.
Create your own:
From the Reports menu, choose Customers & Receivables, and then A/R Aging Summary or A/R Aging Detail.
The A/R Aging Summary report tells you how each donor (customer) owes in total, how much of each donors' balance is overdue, and how long overdue. For each donor who owes money, the report shows:
What the donor has pledged for the current billing period
What the donor hasn't paid from previous billing periods
Subtotal balances for each pledge (if the donor has pledged multiple times)
To see a list of the transactions that make up a balance, double-click the balance in the report.
The A/R Aging Detail report tells you which individual pledges are due and overdue. It differs from the A/R Aging summary in that it groups transactions by the when they are (or were) due, rather than by donor (customer).
If a pledge is overdue, the Aging column shows the number of days past due.
To display any of the transactions listed, double-click the transaction's entry in the report.
Customer Balance Summary and Detail
These two reports group pledge balances by donor (customer). They differ from the A/R Aging reports in that they don't include information about how long overdue the balances are.
Create your own:
 From the Reports menu, choose Customers & Receivables, and then Customer Balance Summary or Customer Balance Detail.
The Customer Balance Summary report tells you how much each of your donors have pledged by showing unpaid balances, grouped by donor. It only includes donors who owe you money. To see a list of the transactions that make up a balance, double-click the balance amount in the report.
The Customer Balance Detail report tells you what donations and pledges make up each donor's current balance, including those who have contributed everything they've pledged. It shows all transactions related each donor. The totals in the Balance column are the unpaid pledges for each donor. A total of $0.00 means that the customer has no unpaid balance.
Collections
This report tells you which donors are overdue, by how much and how long, as well as what their contact name and phone numbers are. It's a handy report to pull before you sit down to make collections phone calls or send collection letters. (See the article One-Click Collection and Acknowledgement Letters, in this issue.)
Create your own:
From the Reports menu, choose Customers & Receivables, and then Collections.
To see the detailed information for any transaction in this report, double-click on the transaction.
Income by Customer Summary and Detail
These two reports give you your year-to-date income, grouped by donor and project. They can tell you which donors have given you the most money during a given time period.
Create your own:
From the Reports menu, choose Company & Financial, and then Income by Customer Summary or Income by Customer Detail.
The Income by Customer Summary report shows your organization's income from each donor. To see a list of the transactions that make up an amount, double-click the amount. You can sort by the Total column to see a list of the donors who've given you the most money. Compare this report to the Collections report to find your most generous and committed donors.
The Income by Customer Summary report is a more detailed version of the Income by Customer Summary report. It shows you the income from each donor broken down by individual transaction.
The totals shown in the Balance column are the net contributions from each donor during the time covered by the report. The grand total in bold at the bottom of the report is your company's net income from all donors.
To display any of the transactions listed, double-click the transaction's entry in the report.
Biggest Donors/Grants
This report, available only in the Premier: Nonprofit Edition, shows which donors contribute the most to your nonprofit over any period of time you choose. Sort it from largest contributor to smallest, and it can help you plan solicitations for your major fundraising campaigns. You can also use it to create a contact list of donors.
Create your own:
From the Nonprofit Navigator, choose Biggest Donors/Grants.
Budget vs. Actual by Programs/Projects
This report compares your actual program income and expenses to budgeted amounts so that you can get a snapshot of how well funded your programs are.
Create your own:
From the Nonprofit Navigator, choose Budget vs. Actual by Programs/Projects.
Modifying Reports
Once you've found the report you need, you may want to modify the way it looks, or change some of the data it contains.
In general, you can click and drag a column to a different location. You can click the Modify Report button (on the title bar in the upper left corner of the report window), and select how you want to modify.
For specific information about the report that you are currently viewing, go to the How Do I menu (on the title bar in the upper right corner of the report window) and choose "Learn more about this report." You'll find information about the data the report contains, which dates to use, and, if applicable, common ways to customize the report to get the exact data you need.
Memorize a Report
Whenever you change the settings for a report (modify it), you can memorize the report with the new settings and save it in the Memorized Report List. Then, when you want to create a similar report, you go to the Memorized Report List to find it. Here's how.
After you have customized a report, click Memorize (on the report button bar above the report - If you've changed an existing memorized report, indicate whether you want QuickBooks to replace the earlier report (under the same name) or create a new memorized report (under a new name).
In the Memorize Report window, enter a title for the report.
If you want to assign the report to a memorized report group, select Save in Memorized Report Group, then choose the group from the drop-down list.
You must already have the group set up on your Memorized Report List. You cannot create a new group here.
- Click OK.
Note: QuickBooks memorizes the report settings, not the data in the report. When you display a memorized report, it applies the settings you memorized, but displays the latest data. For example, if the report date is set for the period Last Month and you memorize the report in September but recall it in December, the recalled report will have data for November, not August.
If you want to save the numbers in a report, you can print it, save it to your hard drive, or export it to Microsoft® Excel.
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