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Creating Year-End Statements

Create a customized Donation letter

  • If you do not already have a Year-End Statement letter created you will want to do so.
  • Click on the Mailings section and select Manage Letter Library from the Related Actions menu.
  • Here you can create a new Donation letter, or you can choose to add a letter based on an existing letter.
    • To add a new letter: click on Add and select Add Letter for Donations from the dropdown list. 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 to show a line for each donation. 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 Total to include the total amount of donations. Once you have created your letter click save.
    • To edit an existing letter: expand the Donations section of the list of letters. Click on the name of the donation letter in the list and then click on Edit.
      • Click on Insert Fields to add the donor information to be included in the letter. Select Donation Fields and then choose Donation Table-Customizable to show a line for each donation. 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 Total to include the total amount of donations. Once you have created your letter click save. Choose the option to Add to Letter Library, give your letter a name and click Save.

Create a SmartList

  • Create a SmartList to use to generate the year-end statements for your donors.
  • Click on the SmartLists icon and choose to create a new SmartList of Donations.
  • Click to add your criteria and choose Donation Dates > Payment Date from the criteria category dropdown list. Select the date range of donations. (I.e. normally Previous Year or Previous Fiscal Year for Year-End Statements). Then Name and Save your SmartList.

Start the Mailing Process

  • Click Send Mail from the left side of the SmartList screen then 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 earlier and 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.
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