Follow

Year-End Statements based on Donor Total Giving

If you need to send a Year End statement only to the donors who gave a TOTAL of a specific amount (or greater) last year, you will need to follow these specific steps.

This example is based on Donors that gave $250 or more in the previous year.  You can choose any amount that you need for your list.

Step 1: Create a Year-End Donation Letter

If you do not already have a Year-End Statement letter created you will need to do so

  • Click on the Mailings icon
  • Click on Manage Letter Library from the Related Actions menu on the left
  • Create a new Donation letter - click on Add and select ‘Add Letter for Donations’
  • Enter a name for the letter and click next
  • Click on Insert Fields to add the donor information to be included in the letter Select Donation Fields and then choose Donation Table-Customizable  - You can customize the table to show the specific columns you want displayed in the letter
  • You can also select Donation Fields and then Donation Totalto include the total amount of donations
  • Once you have created your letter click Save

 Step 2: Create a SmartList of the DONORS that gave ‘X amount’ total 

  • Choose to create a New Smartlist and choose Donors then click Next
  • Click to select the criteria and choose: Donation History > Period 1 Total Donations
  • Choose ‘is greater than’ and enter in $249.99 then click Next
  • Click on the Options tab
  • Click on the Period 1 tab
  • Name Period 1 “Last year $250 or more”
  • Set the Date Range to “Previous Year” **If you only want to see donations for a specific Campaign Appeal or Fund that total $250 or more, you can choose these under the Donation Criteria area within the Period 1 tab**
  • Click Next then Name and Save the SmartList

This list will show you the DONORS that gave $250 or more TOTAL in the Previous year. 

Step 3: Add these donors to a Donor Group 

  • Click on Settings
  • Click on Fields, Lists & More
  • Click on Change GiftWorks Built-in Fields
  • Double click on Donor Groups
  • Click on the Add button
  • Name the Group “Last year $250 or more” then click Done
  • Click Save
  • Go back to the SmartList you created in Step 1 above
  • Click on ‘Run SmartUpdate for List’ on the left when viewing the SmartList
  • **Backup GiftWorks as we recommend on this screen**
  • Choose the ‘Add SmartList members to groups’ option and click Next
  • Check the box next to the Donor Group you created above called “Last year $250 or more”
  • Click on the “Add to Selected Groups” button
  • Click Yes to continue
  • Click Finish when the process is complete 

Step 4: Create a SmartList of the Donations from last year by Donors in this donor group 

  • Choose to create a New Smartlist and choose Donations then click Next
  • Click to select the criteria and choose: Donation Dates > Payment Dates
  • Choose ‘Previous Year’ from the dropdown list then click Next
  • Click ‘Refine’ to the right of Set 1
  • Click on “Append More’
  • Click to select the criteria and choose: Donor Information> Group
  • Check the box next to the Donor Group you created above called “Last year $250 or more”
  • Click Ok then click Done
  • Click Next then Name and Save the SmartList 

This list will show you the DONATIONS made last year by the Donors in that Donor Group. 

Step 5:  Process your Mailing 

  • Click Send Mail from the left side of the SmartList screen
  • Choose 'Send Mail for These Donations'
  • Select 'Send one mailing per donor'from the Recipients dropdown list during Choose Options in the Mailing section
  • Select the donation letter you created in Step 1 above, click next and generate the mailing.
  • Click next and then print or save your letters.
  • NOTE: You MUST click on DONE in order for the mailing process to be completed properly and for the mailing to be recorded.
Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

Powered by Zendesk