SayPro Review and Accuracy Check of the Generated Report

SayPro: Review and Accuracy Check of the Generated Report

Objective:

The goal of the review process in SayPro is to ensure that the Monthly February List of Individual Donors Report is accurate, complete, and formatted correctly before being finalized and shared. This ensures that all donations are accurately reflected, the data is error-free, and the report is ready for distribution to stakeholders.

Steps for Reviewing the Generated Report for Accuracy:

1. Verify Donor Records:
   • Cross-check the extracted donor data: Ensure that every individual donor’s record is present in the report. This includes checking that no donor has been omitted from the list.
   • Confirm the presence of all required data fields: Each donor record should contain essential information such as:
     • Donor Name
     • Donation Amount
     • Date of Donation
     • Payment Method
     • Donation Purpose (if applicable)
     • Donor Category (e.g., new or recurring)
2. Check Data Consistency:
   • Ensure that donation amounts are consistent with what is listed in the original documents (e.g., receipts, bank statements). The amounts should be accurate and free from typographical errors or formatting inconsistencies.
   • Review donation dates to ensure they are correctly aligned with the period (February 2025).
   • Verify payment methods and donor categories to ensure they match the data collected in the original documents.
   • Check that donation purposes or conditions (if any) are accurately reflected as per the donor’s original instructions.
3. Confirm Groupings and Categorization:
   • If the report includes groupings by donor type (new, recurring), payment method, or donation size, ensure that the donors have been correctly categorized.
   • Review the summary section to confirm that the total amount raised, number of donations, and other key metrics are correct based on the data collected.
4. Ensure Formatting Accuracy:
   • Verify that the table structure is consistent throughout the report:
     • Column headers should be clear and labeled appropriately (e.g., Donor Name, Donation Amount, etc.).
     • Rows should be properly aligned, with no overlapping text or misaligned data.
     • The report should have a clean layout that is easy to read, with enough spacing between rows to prevent crowding of text.
   • Check for uniform font sizes and types across all sections of the report.
   • Confirm that currency formatting (for donation amounts) is correct (e.g., $100.00 or $100, depending on the region’s convention).
5. Audit for Missing or Duplicate Data:
   • Check for missing data: Ensure that there are no blank fields in the donor records (e.g., missing donation amounts, missing donor names).
   • Check for duplicates: Ensure that no donor appears more than once for the same donation, unless specified (e.g., recurring donations should be accurately listed as separate entries if applicable).
6. Check for Correct Summarization:
   • The total donation amount at the end of the report should be the sum of all individual donations. Cross-reference the total to ensure the figures match.
   • Review the summary of donor categories (new vs. recurring) and payment methods to ensure that the numbers align with the individual donor records.
   • Verify that the highest donation and average donation are correctly calculated.
7. Review Special Conditions or Notes:
   • If there are any special conditions or purposes tied to donations (e.g., donations earmarked for a specific project), check that these are accurately reflected and properly detailed in the report.
   • Ensure that any donor notes or special requests are included and visible in the report as necessary.
8. Check for Consistent Date Format:
   • Ensure that dates (such as the donation date) are formatted consistently (e.g., MM/DD/YYYY or DD/MM/YYYY, depending on the locale) throughout the report.
   • Confirm that the report only includes donations from February 2025, and no additional or outdated records are present.
9. Verify Visuals (if applicable):
   • If the report contains charts or graphs, ensure that the data visualizations correctly represent the data.
     • Double-check the legend and axis labels to make sure they match the donor categories or amounts displayed.
     • Confirm that percentages or totals in pie charts or bar graphs match the figures in the tabular data.
10. Conduct a Final Proofread:
    • Perform a final review to catch any typographical errors or minor formatting issues that may have been overlooked during previous checks.
    • Ensure that the report is professional in appearance, with no spelling errors, incorrect donor names, or misplaced punctuation.

Common Issues to Look Out For:

• Mismatched donation amounts: Ensure the donation amount listed for each donor in the report matches the figure from the source document (e.g., receipts or bank statements).
• Omitted donor records: Occasionally, certain donations may be missed in the extraction process. Double-check that all contributions are included.
• Incorrectly categorized donors: Recurring donors may accidentally be categorized as one-time donors or vice versa. Ensure proper categorization based on the donor’s behavior.
• Formatting issues: Look for any inconsistencies in the report’s layout, such as alignment issues, font inconsistencies, or data spilling over into incorrect cells.

Post-Review Actions:

1. Make Corrections:
   • After reviewing, if any issues are found, make the necessary corrections in SayPro or manually within the report document. This may involve fixing formatting issues, correcting donor information, or recalculating totals.
2. Save or Export the Final Report:
   • Once the report has been reviewed and is deemed accurate, save the finalized version of the report.
   • Export the report in the desired format (PDF, Excel, etc.) for distribution or record-keeping.
3. Approval and Sharing:
   • Share the report with key stakeholders (e.g., fundraising teams, financial officers, or board members).
   • If needed, provide the report to auditors or compliance officers for verification.

Conclusion:

The review process in SayPro is essential to ensure the accuracy and integrity of the Monthly February List of Individual Donors Report. By systematically checking donor records, verifying totals, ensuring consistent formatting, and auditing for missing or duplicate data, SayPro guarantees that the final report is both accurate and professionally presented. This careful review ensures that all stakeholders can rely on the data for decision-making, accountability, and future fundraising strategy.