Donation Statements

• Donation Statements
  • Step 1 - Select Who Should Receive a Statement
    • Edit People Selection Criteria
      • Select Membership Field
      • Giver # Criteria
      • Family Category
      • Include Inactive, Groups, and Donations Records
    • Giving/Pledging Selection Criteria
  • Accounts Tab
  • Sort Tab
  • Step 2 - Select the Statement Layout
    • Options
    • Giving/Pledging Date Range
    • Organization Info
    • Email
    • Relabel Fields & Individual Name Options

Donation Statements show a giver's contributions in a given time period. Their giving totals can be broken down by time period, giving accounts, tax deductibility, and show pledge fulfillment progress.

• Sample Default Donation Statement

• Donation Statement Troubleshooting

Access Donation Statements

To access from the Button Bar, go to Reports/Export > Donation Statement

Step 1 - Select Who Should Receive a Statement

Queries are a search in which you define a set of criteria that people in your database must meet in order to be included in the list of donation statements. This tab can filter based on information in People records and can be combined with giving and pledging history from Donations.

In order to generate a statement for someone, they must meet the criteria in Step 1 and have Receives Statement checked in Manage Givers. The Pledge/Giving Analysis report can produce a report of everyone who has recent giving but does not have Receives Statement checked.

Edit People Selection Criteria

This area allows you to use criteria entered into People records in Membership.

Select Membership Field

• This drop down allows you to filter statements using criteria in Membership, such as Status Code, Address, or Email.

Click to add criteria to the summary in the lower left.

• Combine multiple pieces of criteria with and .

• Group conditions with .

• Remove a line of criteria with and clear all selections with .

Giver # Criteria

• This section allows you to use Giver #s as a criteria for inclusion. You can set your own range or define custom ranges.

Family Category

• Categories are a part of Family Records (People Records). These apply to every family with this designation.

Include Inactive, Groups, and Donations Records

• The Include... area allows you to add People records that have been marked inactive. These records are in addition to the criteria added in the left of the screen.

• Include Membership Groups to list them along with individuals.

• Include Donations Individuals and Donations Groups, though as fields in Donations are limited, this will add all Donations records regardless of the criteria on the left of the screen. Giving/Pledging Criteria will still apply.

Giving/Pledging Selection Criteria

• This area is used to generate a list of people based on their giving and/or pledging history within the indicated date range.

• Use the Rec. Statement and Gives w/ Family boxes in the upper right allow you to filter based on these check boxes in Manage Givers.

Accounts Tab

• Select participants of a specific campaign with the drop down at the top of the window.

• Move columns you want to include to the right, and columns you want to exclude to the left.

• Use the and or double click to move a column to the opposite side.

• To select multiple columns at once

  • Click + CTRL - Selects multiple lines in any order

  • Click + SHIFT - Selects a range of lines in row

Sort Tab

Sort fields allow you to order information. The first takes priority, when those are all the same, the program will sort within that section by the selection in the second, and then the third.

• Sort in Ascending (A-Z, 0-9) or Descending (Z-A, 9-0) order.

• Click to restore defaults.

Step 2 - Select the Statement Layout

In Step 2, you'll determine what information gets included in your statement. Church Windows provides several options indicated with [Template] in the Statement Layout dropdown in the upper left. Below that is the Global Memo which allows you to add a text note to every statement.

• Generated statements will appear in a grid in the bottom half of the screen. Search for specific statements using the Select drop down. You can sort the grid by Name, Total Given, or Total Pledged. In the Personalized columns, you can elect to type a message that will only appear on that the statement or email for that Person or Giving Unit.

• Click to generate statements that are checked in the Print column in a Print Preview. Statements that are checked in the Email column will prompt a confirmation message before sending.

Options

• Statement Layout and Statement Designer - Choose an existing template from the dropdown, or click the Statement Designer to customize and a save a layout.

• Global Memo - The Global Memo appears on every statement. Often, this space is used to say thanks, highlight accomplishments, encourage continued giving, or provide contact information for questions. Add, edit or delete messages by clicking the button.

• Warn if a statement spans more than one page - This will provide an alert with a count or list of statements that did not fit on a single page.

• Do not show pledging information - This option removes columns and fields for pledging information without having to customize a layout in the Statement Designer.

• Do not show separate tax deductibility detail sections - This box prevents the detail section from separating tax deductible from non-tax deductible donations. Tax deductibility totals are determined by the Statement Layout.

• Statement Date Range - Click Change Dates to control the date ranges shown in each section of the layout. For example, you might elect to show totals for the year in the Account Summary section, but only show the current quarter in the Detail section.

• In the Email Setting drop down, you can choose a saved email address that is connected to Church Windows. To add an email address to send statements from, click the and follow the instructions outlined in Email.

• The Global Email Message is the text that will appear within the subject line and body of the email. Global Memos from the Options tab will be included on the attached statements. Add, edit or delete messages by clicking the button.

• Click Email Sample Donation Statement to see an example of what your message will look like.

• Click Set Default Email for Givers to open Donations Settings which allows you to choose from Email fields in Membership as the default for statements.

• View Sent Email Logs opens a window that lists a summary of an email batch with email address and whether they were sent or failed.

• Include additional documents to your email with the Add Attachment button.

• Relabel Fields included in statements on this tab if you use different terminology at your church or would like to change the default. Editable terms are Pledges, Freq., Amt/Freq., Amt. Given, Prior Giving, Over/Under, and Non-Pledged.

• Account Summary Section - Print Campaign name instead of Account name - Check this box to list a Campaign (2023 Pledge Campaign) instead of the giving account associated with it (General Fund).

• Name Options - For individuals, you can elect to include their Title, First Name (instead of Nickname, if indicated as Preferred Name), or Middle Name.

  Name options will only apply to Individual Givers who have not been included in a Giving Unit with the Gives with Family check box. Giving Unit statements names use the Group Name or Mailing Label.