How To Report on Donations and Gift Aid

You can track and report on your donation income using the Donations and Gift Aid Preference List Sales Report. For UK users, this report can also be used to generate the list of Gift Aid donations (with all the required customer information) for submitting claims to HMRC.

Reporting on all donations

The Donations and Gift Aid Preference List Sales Report gives you a full overview of all the donation income received across:

• Donation Products
• Benefit Products
• Ticket Prices

The areas where you’re collecting donations will depend on how your account is set up.

To run this report:

1. Navigate to Reports > Sales Reports > Donations and Gift Aid Preference List. 

2. Select the report type, e.g. HTML to open the report in a browser window, or CSV to download a spreadsheet.

3. Select the sales date range that you want to report on.

4. If you want to filter by a specific product tag, search for this - for example, if you have multiple Donation Products and want to filter the report to only one of them. 

5. Select the product types to include - this is essential. From the dropdown, select either Donation Products, Benefit Products or Ticket Prices, or all three of them. 

6. Click Generate Report to load it.

This report will now bring in all donations (regardless of Gift Aid preference). The report includes:

• Customer name and postal address
• Name of the donation product purchased
• Donation date
• Donation amount
• Order number and type
• Product type (e.g. Donation Product or Benefit Product)
• Customer’s Gift Aid preference if applicable
• Product tags if applicable

Reporting on Gift Aid donations and customer preferences (UK only)

You can filter the report to include only donations where customers have selected Gift Aid. This makes it easy to prepare your HMRC submission.

The report includes the customer’s Gift Aid preference and date of Gift Aid opt-in, along with other required information such as donation amount and customer postal address.

To generate your Gift Aid report:

1. Navigate to Reports > Sales Reports > Donations and Gift Aid Preference List. 

2. Select the report type, e.g. HTML to open the report in a browser window, or CSV to download a spreadsheet.

3. Select the sales date range that you want to report on.

4. If you want to filter by a specific product tag, search for this - for example, if you have multiple Donation Products and want to filter the report to only one of them. (Important - don't add a giftaid tag here, filtering by Gift Aid is in step 6).

5. Select the product types to include - this is essential. From the dropdown, select either Donation Products, Benefit Products or Ticket Prices, or all three of them. 

6. Tick the box for Show only Gift Aid eligible donations - this is essential to filter the report to only donations with Gift Aid.

7. Click Generate Report to load it.

This report will now bring in all donations with Gift Aid. The report includes:

• Customer name and postal address
• Name of the donation product purchased
• Donation date
• Donation amount
• Order number and type
• Product type (e.g. Donation Product or Benefit Product)
• Customer’s Gift Aid preference
• Customer's Gift Aid opt-in date
• Product tags if applicable

Gift Aid preferences

The Gift Aid Preference column of the report will have one of the following options based on the customer's preference:

• All - The customer has opted into Gift Aid for all donations in this order, all future donations on this site and past donations made in the previous 4 years on this site (from the "Gift Aid From" date).
• Onwards - The customer has opted into Gift Aid for donations in this order and all future donations on this site (from the "Gift Aid From" date).
• Cart - The customer has opted into Gift Aid for donations in this current order only.
• Blank - Gift Aid has not been opted into.

 Don't Forget!

You can also schedule the Gift Aid report to land in your inbox automatically - check out our guide on creating and sending automated reports for more info.

Want to know more?

• Setting Up Gift Aid in Ticketsolve (UK Only): A Step-by-Step Guide
• Setting Up and Prompting Donations in Ticketsolve