SayPro breakdown of the types of donations (monetary, in-kind, grants)

SayPro Generating the Monthly Report for January Government Donations

Objective: After entering the necessary data into SayPro, employees will utilize the platform’s automated tools to generate the Monthly January List of Government Donors Report. This report will include a breakdown of the types of donations (monetary, in-kind, and grants) along with other key details.

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Step 1: Access the Automated Reporting Tools

1. Log in to SayPro:
   • Employees must log into SayPro using their credentials to access the reporting tools.
2. Navigate to the Reporting Section:
   • Find and select the Monthly Government Donors Report template or the corresponding report option in the SayPro platform.

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Step 2: Set Report Parameters

1. Select the Time Frame:
   • Ensure the report is set to cover the month of January for the relevant year.
     • Example: January 2025.
2. Choose Data Fields to Include in the Report:
   • Ensure the following fields are included in the generated report:
     • Government Donor Name: The name of each government agency or department.
     • Donation Amount: The amount or value of each donation.
     • Donation Date: The date the donation was received.
     • Donation Type: Classify each donation as “monetary,” “in-kind,” or “grant.”
     • Terms & Conditions (if applicable): Any restrictions, earmarks, or specific project associations tied to the donation.
3. Breakdown of Donation Types:
   • The report should include a breakdown of the types of donations received:
     • Monetary Donations: Cash or equivalent funds.
     • In-Kind Donations: Non-cash donations, such as goods or services.
     • Grants: Financial assistance earmarked for specific projects or purposes.
   • Example of Breakdown:
     • Monetary Donations: $1,000,000
     • In-Kind Donations: $300,000 (estimated value of donated goods and services)
     • Grants: $500,000 for educational initiatives

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Step 3: Generate the Report

1. Run the Report:
   • Once all parameters have been selected, generate the report using the automated tool. SayPro will pull the necessary data from the system and generate a comprehensive report.
2. Verify Data and Breakdown:
   • Review the generated report to ensure that all donations are listed correctly, including the donation amount, donor name, date, and type (monetary, in-kind, or grant). Confirm that the breakdown of donation types is accurate.

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Step 4: Review and Finalize the Report

1. Double-Check for Accuracy:
   • Review the breakdown of donation types (monetary, in-kind, grants) to ensure that the system has correctly classified each donation.
   • Verify that the total amounts for each donation type match the data in SayPro.
2. Export the Report:
   • Once verified, export the report to a preferred format (PDF, Excel, etc.) for easy sharing and further analysis.
     • Example: Export as PDF for formal submission or Excel for further financial analysis.
3. Save and Archive the Report:
   • Save the report in the designated report folder within SayPro for future reference. Archived reports can be accessed if needed later for auditing or analysis.

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Step 5: Distribute the Report

1. Send to Relevant Stakeholders:
   • Distribute the finalized Monthly January List of Government Donors Report to relevant departments (e.g., finance, compliance, senior management) for review and decision-making.
2. Submit for Review (if needed):
   • If required, submit the report to external auditors, government agencies, or other entities for review, reporting, or compliance purposes.

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By following this process, SayPro will generate a comprehensive report that includes a detailed breakdown of all donations received, classified by type (monetary, in-kind, grants), ensuring accurate tracking, reporting, and compliance.