FAQ Reporting

1. Can I create an export a report that displays total sales?
2. How can I create a report that shows credit card charges processed through my site?
3. Where can I find the Sales Report?

A: To create Custom Reports, start by choosing the data columns (fields) you want to display in your report. You can use the built-in Filters and Search Tools to further pinpoint the data you need.

Here’s how to get started:

1. Click the “Customize” button in the upper right corner of your data page to choose which columns (fields) you want included in your report.
2. Use any of the grey "Filter" buttons at the top of data pages to locate/filter data.
3. Once your view is set, use “Print” or “Save as CSV” to export your custom report.. 

Pro Tips: You can double-click on any column header to sort that column A–Z (or reverse the sort). 

All data pages follow this same process, though the fields and filter options may vary depending on the type of data.
Illustrated instructions: Creating Custom Reports
 

1. How do I download a list of raffle buyers?
2. How do we select a Raffle Winner?

A: The Raffle Winner must be chosen and notified the old fashioned way - outside the software.

To get a list of Raffle Buyers to draw from, you can look up a list of all Raffle Sales in the Sale Report.  

To do that:

1. Go to Admin > View Reports > View All Sales
2. Use the Search Field to find your raffle item
3. Double-Click the Quantity column header to bring multiple-ticket purchases to the top
4. Click the gray “Save as CSV” button to download the list -or- Click on the gray "Print" button to print the spreadsheet

Pro Tip: You can edit the spreadsheet to duplicate rows for buyers with multiple entries before printing and cutting them out.
Illustrated Instructions:  Awarding Raffle Prizes

1. How do I reconcile the sites payment report with my credit card gateway?
2. Why are offset fees collected on my event site different from my gateway’s fees?
3. How can I match deposits from my processor to what’s in on my site?
4. How do I generate a payment report from the software?

A: Unfortunately, there is no simple way to reconcile credit card transactions processed from the software and the amount deposited (by your credit card processor/gateway) into your bank account because:

• Our software payment reports show gross transaction totals.  Bank deposits reflect the net amount - total minus the fees withheld by your gateway/cc processor.
• Offset fees collected by the software will never exactly match the fees withheld by your gateway (*see below for details).    
• Our software can only report transactions by the date they were initiated (transaction or payment date).   Gateways use other criteria for determining which transactions are included in the "daily" batch report (eg pending status, posting date, etc) - so transactions processed in the software on "Jan 30" are unlikely to exactly match the transactions included in your gateway's "Jan 30" Batch report.

Given the above - reconciling the software and gateway reports must be done at the transaction level.

If your gateway provides an option to review transactions by transaction date - pull a report for the desired (or available) date range from your Gateway account.     If you want or need to reconcile at the batch report level, just be aware that individual batches may contain transactions that were initiated earlier or later than the batch date. 

In our software:  Illustrated instructions for creating custom reports 

1. Go to Admin View Reports > View All Payments
2. Use the Customize button in the upper right to select the columns you want in your report.
3. Use the filters (Credit Card Payments, All Statuses) and check the "show refunds" box.
4. If you want to sort by a particular column (eg payment date), click on that column header
5. Use the Save as CSV button to export the report to Excel or another spreadsheet.  A Print button is also available.

Compare the two reports to verify that transactions initiated in the software were processed by the gateway for the same transaction amount.  Remember that you may need to browse earlier or later payment dates to match transactions from a batch report.

*Offset fees collected in the software will not match the fees withheld by the gateway because:
 

• some supporters will opt out
• some gateways charge the flat fee on any transaction attempt (failed, refunds, etc)
• most gateways retain the original processing fees on refunds, and since the customer receives a full refund, you effectively cover the processing fee on both transactions.
• and because this is a feature of the software, NOT your gateway, the fee collected is calculated on the order total while your gateway will assess their fee on the transaction total (purchase total + offset fees)

1. Why can’t I link payments directly to individual items in a report?
2. Is there a report that shows how much was paid for each item?

A: At this time, we’re unable to generate a report that breaks down or directly associates specific payments with individual items within an order.

Here’s why:
In our system, payments are linked to entire orders, not to individual items. This structure is intentional—it allows for greater flexibility, such as editing orders after a payment is made, and it supports more complex payment scenarios like split, partial, or multiple payments and refunds.

While it may seem like a payment is tied to each item in an order when only one payment is involved, this does not apply when there are multiple payments. Because of this, we’re unable to accurately report payment details at the item level.