Viewing and Printing Reports

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Viewing and Printing Reports

When you generate any report from the Reports menu, or built-in (but not mail merge) receipts from the Receipt menu, they will show up on a Reports window for previewing. You can scroll through the report with the scroll bar, or by using the First Page, Previous Page, Next Page and Last Page VCR-style toolbar buttons.


Send the report to your printer with the Print button (or Ctrl+P or Alt+P). To choose another printer or set printer options (such as double-sided printing if available) use the Print Setup button. (This accesses the same option as the File ⇒ Print Setup menu on the main window.)


When you print normal reports or sample receipts (but not real receipts), you will be shown a standard Print dialog box that allows you to do things such as select a printer, or select a range of pages or a number of copies. The Print dialog box is not shown for real receipts, because it is important to print all of them if you have generated them. You need to send them to your donors, and you would not want to accidentally fail to send out some of them because you didn't print them all.


Exit the reports window by closing it with the normal "X" close button on the top right-hand corner, or by using the Close button or pressing ESC.


The reports window is resizable, by dragging its edges, and it memorizes the position and with the size you set it to, restoring that the next time you use it. The very first time you use this window, it will be maximized - you can resize it by first clicking the Maximize button at the top right of the window's title bar to un-maximize it.


Most reports are displayed in print preview mode, which is indicated by a thin blue border around the body of the report. If that ever seems to be sized incorrectly, check in the details of your Print Setup for your printer that you haven't chosen an unusual page size.


Page Size and Orientation for Reports


All reports are designed to normally print on Letter size paper (8 1/2" x 11"). They will also work on Legal paper (8 1/2" x 14") if you have a printer that supports that.


Please see the section on "Paper Size Options" in the Receipt Options page for details on how to ensure that your reports, receipts, and mail-merge documents print successfully on your desired size of paper, including A4 if that is an issue in your country.  


Each report is designed to print in one of portrait or landscape mode. You cannot change the orientation of the report, except for Custom Reports that you design.


Buttons on the Report Viewing Window


The following are the other buttons for things you can do on the Reports window:





Filtering Reports


Sorting Reports

Save As

Saving Reports to Files


Emailing Receipts and Statement Reports

Save PDF

Saving Reports, Receipts and Letters as PDF Files


Memorizing Reports

Save SQL

Loading and Saving SQL for Reports

Load SQL

Loading and Saving SQL for Reports


For reports that prompt for values, such as a range of dates, prompts again and redisplays the report with the new values. Not visible for reports that do not prompt for values.


For details of individual reports, see The Reports Menu.


Drill-Down in Reports


Many reports that include summary donation totals by donor have drill-down capabilities. Values in those reports that you can drill-down into are shown in blue, to indicate that you can click on them. (Don't worry, they switch back to being shown in black if you Print them, save them to PDF, or export them with Save As!)


Clicking on those fields shows a detail report of the donations included in the displayed total for the donor whose total you clicked on. A Back button at the top-left corner of the detail report takes you back to the original report.


See Also: Creating Custom Reports


This topic was last edited on Jun 28, 2021