Donations Table
Updated 4 weeks ago
Donations Table
Use the donations table when you need to review giving activity, investigate a payment issue, export donation records, or build a reusable view for follow-up and reporting.
The worksheet view brings donation records, refunds, failed payments, and soft credits into one workspace. Each view keeps its own rows, filters, columns, date range, and export workflow.
Review donation activity
Start by choosing the donation records you want to work with:
Open Donations.
Choose the view that matches your task:
Donations: successful or active donation records.
Refunds: refunded donation rows.
Failed: failed payment attempts.
Soft Credits: soft-credit acknowledgements connected to donations.
Choose the donor form or saved view you want to use.
Choose the date range.
Review the rows in the worksheet.
The Donations worksheet shows donation views, donor form or saved view selection, date range, search, filters, export, and the donation rows.
Walkthrough: reviewing donation activity and finding donations.
The summary bar above the table confirms the current view, date range, and row count. Use it to make sure you are reviewing the right set of records before filtering, exporting, or reporting.
Note: If you do not see Donations, ask an administrator to confirm that your user has donation access.
Choose the columns you need
Use columns when you want the table to show the information needed for a specific task, such as payment review, donor follow-up, year-end reconciliation, or soft-credit cleanup.
Select Columns.
Review the visible columns.
Remove columns that are not useful for the current task.
Select Add column to include more donation, donor, designation, or soft-credit fields.
Use column menus in the table header to sort, move, or hide a column.
The Columns menu controls which fields are visible in the donation worksheet.
Some identity columns stay visible because they keep the worksheet readable. For example, donor and program context help make each donation row clear when you add more fields.
Find the right donations
Use the search box when you already know what you are looking for, such as a donor name, email address, designation, or other donation detail.
Use Filter when you need a more specific set of records.
Select Filter.
Choose the field you want to filter by.
Choose the comparison and value.
Select Apply filter.
The worksheet filter lets you narrow the active donation view by field and value.
Search, filters, date range, and columns work together. The columns control what you see. Search and filters control which rows remain in the current view.
Work from a donation row
Use the row links to move from a donation record to the related people and designations:
Select the donor name to open the donor profile.
Select the designation to open the related recipient or designation record.
Select the amount to edit or open the donation record, depending on the row.
When you are reviewing Refunds, the table focuses on refunded donation rows. When you are reviewing Failed, the table focuses on failed payment rows. Switch views before making follow-up lists so the row count and export match the issue you are working on.
Review transaction and deposit dates
The gift form calls the giving date Transaction date; an existing sponsorship payment form calls it Date. Enter the actual date you want used in giving reports. Leaving it blank while adding a gift uses today. When editing, leaving the date unchanged preserves the existing saved value.
Deposit Date is optional check-reconciliation information. It does not change the transaction date, and leaving it blank keeps it empty. Review the two dates separately when reconciling a check. In Zapier, Gift Date is the gift date and Updated At is the record's last change time.
Review source and acknowledgment
When editing a received gift, review Giving source, its financial owner and any recognition. Direct gifts can use the manual Add Soft Credit and Edit Soft Credit controls. For DAF grants, update the recommending advisor through Edit Donation; for IRA / QCD, the IRA owner keeps giving credit and the institution remains the custodian. Existing recognition stays visible even when manual controls are unavailable.
Mark donation as already acknowledged records a completed thank-you. Sending a receipt is a separate choice. Check the confirmation acknowledgment plan and the applicable template before relying on email. See Auto Emails for source-specific receipt setup.
Export donation records
Use Export / Import when you need a CSV for reconciliation, finance review, donor follow-up, or offline analysis.
Confirm the active view, date range, columns, search, and filters.
Select Export / Import and choose your option:
Current page CSV — downloads the rows currently shown on the page.
All as CSV — starts a background export of all donations matching the current view.
All sent to email — starts a background export and emails a download link when ready.
The Export / Import dropdown lets you export the current page, all matching donations, or send the export by email.
Large exports are prepared in the background. A progress section appears at the top of the page while processing and provides the download when ready.
Review soft credits
Use Soft Credits when you need to review people who should receive recognition for influencing or being associated with a donation, even though they were not the original donor.
The soft-credit view shows the credited donor, designation, amount, date, and any additional columns you add for review.
The Soft Credits view lists soft-credit rows separately from direct donation rows.
For details on adding and managing soft credits, see Soft Credit.
Save and report on a view
Use saved views and reports when you repeat the same review often, such as weekly failed-payment follow-up, monthly reconciliation, or a year-to-date giving review.
Before saving or reporting, set up the worksheet the way you want it:
Choose the donation view.
Choose the donor form or saved view context.
Set the date range.
Add the columns you need.
Apply any filters.
Use Reports to create or manage report actions for that view.
Saved and reported views should describe the work you are trying to repeat, not just the columns shown. For example, use names like Failed payments this month or Major gifts year to date.
For a recorded Direct gift, use a manual soft credit to recognize someone other than the giver. For DAF grants, use the source-specific advisor fields so recognition remains linked to the grant. See Soft Credit.