SayPro Donation Types

To create a breakdown of donation types (monetary vs. in-kind donations) for February and the quarter (January–February) using SayPro, follow these steps to accurately capture and analyze donation data.

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Steps to Create a Breakdown of Donation Types (Monetary vs. In-Kind) for the Quarter and February

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1. Collect Data on All Government Donations for February and the Quarter

• Task: Retrieve data on all government donations for both February 2025 and the entire quarter (January–February 2025), categorizing the donations by monetary and in-kind.
• Actions to Take:
  • In SayPro, access the Donations section.
  • Filter the data for February 2025 to obtain details on donations received within that month.
  • Extend the date range to cover January–February 2025 for the quarterly data.
  • Look for a field or tag within SayPro that identifies the donation type (Monetary or In-Kind).

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2. Categorize Donations into Monetary and In-Kind

• Task: Separate the donations into two categories: Monetary Donations and In-Kind Donations.
• Actions to Take:
  • Monetary Donations: Include all cash donations, grants, or government funding that is provided in the form of currency.
  • In-Kind Donations: Include all non-cash donations, such as goods, services, or resources donated by the government (e.g., equipment, supplies, personnel time, etc.).
  • Use SayPro’s data filters to filter the donations by type and categorize them accordingly.
  • Verify Donor Types: Ensure that you are categorizing donations from government agencies specifically.

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3. Calculate the Total Value of Each Donation Type

• Task: Calculate the total value of monetary and in-kind donations for both February and the quarter (January–February).
• Actions to Take:
  • For February: Sum the monetary donations and the value of in-kind donations separately.
  • For the Quarter (January–February): Sum the monetary donations and in-kind donations separately for the two months combined.
  • Ensure that in-kind donations are converted to their monetary equivalent (if not already in monetary form in SayPro) using an appropriate valuation method.
  • If needed, manually input the estimated monetary value of in-kind donations if SayPro does not automatically calculate this.

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4. Generate Donation Type Breakdown Report

• Task: Create a breakdown report of donations based on type for both February and the quarter.
• Actions to Take:
  • Use SayPro’s reporting tools to generate a report that includes:
    1. Total monetary donations for February 2025 and for the quarter (January–February).
    2. Total in-kind donations for February 2025 and for the quarter (January–February).
    3. Individual donations categorized by type, donor, and amount (both monetary and in-kind).
  • Include charts or graphs that visually represent the breakdown of monetary vs. in-kind donations for easier analysis.

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5. Visualize the Breakdown Using Charts

• Task: Create visualizations to show the comparison between monetary and in-kind donations.
• Actions to Take:
  • Use pie charts or bar graphs to display the percentage of monetary versus in-kind donations for:
    • February 2025
    • Quarter (January–February 2025)
  • This will help stakeholders easily understand the relative contribution of each donation type.
  • Include total values of each donation type alongside the visualizations.

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6. Analyze Donation Trends

• Task: Compare donation types over February and the quarter to identify trends or shifts in the types of donations received.
• Actions to Take:
  • Compare the total monetary donations and in-kind donations between February 2025 and the quarter.
  • Look for any notable changes, such as an increase or decrease in in-kind donations compared to monetary donations.
  • Use SayPro’s analytics tools to identify trends in donation types, such as whether certain types of government programs are more likely to receive in-kind donations versus monetary support.

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7. Review and Finalize the Report

• Task: Review the report to ensure the information is accurate, well-organized, and ready for internal review.
• Actions to Take:
  • Double-check the totals for both monetary and in-kind donations for February and the quarter.
  • Ensure that all donation categories (monetary and in-kind) are clearly defined and correctly calculated.
  • Ensure that the graphs and charts are accurate and reflect the correct donation breakdowns.

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8. Submit the Report for Internal Review

• Task: Submit the final Donation Type Breakdown Report for internal review.
• Actions to Take:
  • Upload the finalized report into SayPro’s document management system for easy access by the relevant team.
  • Send an email notification to stakeholders, summarizing the key findings from the donation breakdown and highlighting any notable trends or areas for future engagement.
  • Set a review deadline for any feedback or further analysis.

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Summary of Steps for Donation Type Breakdown (Monetary vs. In-Kind Donations):

1. Retrieve Data: Get all donation data for February and January–February 2025.
2. Categorize Donations: Separate the data into monetary and in-kind donations.
3. Calculate Total Values: Calculate the total value for both monetary and in-kind donations for February and the quarter.
4. Generate Report: Use SayPro’s reporting tools to generate a breakdown report.
5. Create Visuals: Use charts to represent the percentage of monetary vs. in-kind donations.
6. Analyze Trends: Identify any trends or shifts in donation types between February and the quarter.
7. Review & Finalize: Double-check the report for accuracy before submission.
8. Submit for Review: Upload the finalized report and send for internal feedback.

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By following these steps, you’ll be able to create a detailed Donation Type Breakdown Report in SayPro that provides insight into the balance between monetary and in-kind donations for both February 2025 and the first quarter of 2025. This analysis will help track donation patterns, inform future donor engagement strategies, and ensure that the organization’s financial strategies align with the types of donations it receives.