CNFS Offering - Statements: Creating EOY Contribution Statements (Paper)

How to Create End-of-Year (EOY) Contribution Statements (Paper Versions)

An EOY contribution statement provides givers with a summary of all contributions received during the specified year and gives you an opportunity to thank them for their gifts. This topic shows you how to prepare paper versions of EOY statements that you can print and mail to givers.


If you prefer, you can create EOY contributions statements and make them available electronically to givers. For instructions on creating electronic EOY statements, go to How to Create End-of-Year (EOY) Contribution Statements (Electronic Versions).

Before running your End-of-Year (EOY) contribution statements, it is important to do some advanced preparation to ensure that your statements are accurate and that your mailing information is accurate and complete. To create paper versions of your statements, complete the following steps in the order listed:

  1. Audit family names and addresses.

  2. Review fund names and settings for accuracy.

  3. Make sure all tax-deductible contributions are posted to the correct calendar year.

  4. (optional) Create a signature image to insert into your statements.

  5. Set up your statements.

  6. Print, view, and save the statements.

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Step 1: Audit Family Names and Addresses

Before mailing any statements, you should find and fix fields in your family data that are empty and contain no data.

  1. Click the Family Directory tab to open the Family Directory module.

  2. If you manage several organizations, select the desired organization from the Organization list.

  3. Click  to display the Family List page.

To clear filtered search results click the Clear Search Results link. To disable the filters, click .

  1. Locate families with no family name. To do this:

  1. Click the Family column header. As shown in the illustration below, make sure that the column arrow is pointing up ().

The Up arrow indicates that the list is sorted in alphabetic order from A to Z. Any families with no last name data appear at the top of the list.

  1. Supply a mailing name for all families that have no mailing name.

If you need help editing family records, click the HELP link. Then, select Family Directory Help. In the Contents pane, open the Managing Families book. Select How to View or Update a Family's Record.

  1. Locate any families with no mailing address. To do this:

  1. Click the Primary Address column header.

  2. Supply a mailing address for all families that have no address on file.

  1. Find all families with no postal code information. To do this:

  1. Click the Postal Code column header.

  2. Supply a postal code for all families that have no postal code information.

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Step 2: Review Fund Names and Settings for Accuracy

Your fund names must be accurate and all funds must be accurately identified as tax-deductible or not tax-deductible. To review your funds:

  1. Click the Offering tab to open the Offering module.

  2. Click  to open the Fund Management page.

  3. If you manage several organizations, select the desired organization from the Organization list.

  4. Review each fund for accuracy. If you need to change the information for a fund, including its tax-deductible status:

  1. Click .

  2. Make the necessary changes, and then click  to save.

If you need help editing a fund, click the HELP link. Then, select Offering Help. In the Contents pane, open the Creating and Managing Funds book. Select How to Edit a Fund's Details.

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Step 3: Make Sure All Tax-Deductible Contributions Are Posted to the Correct Calendar Year

Make sure that any tax-deductible contributions received as of the last day of the year (for example, as of 12/31/2013) have a posting date for the calendar year in which they were received.  

This is an important step. Sometimes a contribution received on the last day of the calendar year cannot be posted until a few days later in January of the following year. It is an easy mistake to post to the wrong calendar year so be sure to use the correct calendar year in the posting date. If a mistake happens, a donor's contribution statement will miss some contributions for the previous calendar year.

To post a contribution:

  1. Click the Offering tab to open the Offering module.

  2. Click  to display the Contribution Posting page.

  3. If you manage several organizations, select the desired organization from the Organization list.

  4. Complete the fields on the page. In the Posting Date field, click , and then select the date the contribution was received. Make sure that the date you select is for the calendar year in which the contribution was received.

If you need more information about contribution posting, click the HELP link. Then, select Offering Help. In the Contents pane, open the Contribution Posting book. This book contains a number of topics that explain how to post a contribution.

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(optional) Step 4: Create a Signature Image to Insert into Your Statements

If desired, you can create a handwritten signature and convert it into an image that you can insert it into your contribution statements. A handwritten signature adds a personal touch and gives a custom look to your statements.

The following procedure shows you how to create a signature and save it to a file. When you print your statements in Step 5, you will be instructed to insert the signature you created into your statements.

You can create as many signature files as you need and save them to your local hard drive. Be aware that the application allows you to fill the Signature dropdown list with five files only.  

To create a signature image:

  1. Have the signer write his or her signature on a piece of white paper. We suggest that the signer use a gel pen or a marker-type pen, such as an Ultra Fine Sharpie for the best results.

For example:

  1. Scan the signature into a file. For best results, select a high resolution setting (at least 300 dpi). Then, save the file on your computer.

  2. Open the image file in an image editing application.

There are a number of excellent image-editing applications available online that you can download for free. We recommend that you use an editor that allows you to make the background transparent.

Then, do the following:

  1. Crop out everything except the signature.

  2. Resize the file to these dimensions: 264 by 48 pixels.

  3. For the best-looking image, make the background transparent.

No paper is pure white so when scanned, the background may show up as a shade of gray rather than white. To avoid this problem, we recommend that you make the background transparent. In addition, an image on a transparent background also looks good on screen and on colored papers.

The white background is now removed, and a checked pattern appears in the transparent part of the image.

  1. Re-save the file on your computer as a .png, .bmp, or .gif.

  1. Record the exact location where you saved the file. You will need this information when you add the signature image to your E-statements.

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Step 5: Set Up Your Statements

After you verify the accuracy of the information in your statements, you are ready to print and mail them to givers.

  1. Log in to ConnectNow Family Suite.

  2. Select the Offering tab to open the Offering module.

  3. Click  to display the Offering Reports page.

  4. If you manage several organizations, select the desired organization from the Organization list.

  5. Under Select Report, select Contributions from the Category list. Then, select Statements from the Report list.

  6. The Report Wizard presents a tabbed interface that guides you through the process of creating contributions statements. Complete the following:

  1. On the Fund tab, select the desired funds:

  1. Select the Filters tab. Then, select the desired filters (for example, the date range, type of report, membership types) to set up the report.

The filters on the Filters tab are described in detail in this topic: How to Create Contribution Statements.

  1. Select the Template tab.

On this tab, you can create a customized message to accompany your statements. You can also add a signature image to your statements. Each of these tasks is optional.

Although a customized message and signature typically go together, you can choose to include one without choosing to include the other.  

If you are adding a signature image, you must have the file on your local hard drive that contains the image of the signature you want to use. If you do not have a signature file created, go to Step_4:_Create_a_Signature_Image_to_Insert_into_Your_Statements and follow the steps to create one. Then, return to this step to add it.

If you want to include a statement or message, choose one of these four options:

  • Create a customized message.

To do this, under Body of Statement, click . From the dropdown list, select (New Template...). In the text field, type the text of your message and apply the desired formatting (for example, select a font and font size). When done, click inside the text field to the left of the Save button ( ), type a name for the file, and then click  to save it. The name of the statement file is added to the dropdown list, as shown in the following illustration:

  • Use a previously created customized message.

To do this, under Body of Statement, click . From the dropdown list, select the name of a previously saved message file. The text of the message appears in the text field. If desired, you can edit the message and re-save it under the same or a different name or you can remove it from the dropdown list by clicking .

  • Add a new signature image to your statements.

You can add a signature image only if you already created and saved a signature image file on your computer. For instructions on creating the file, go to Step_4:_Create_a_Signature_Image_to_Insert_into_Your_Statements.

To do this, under Signature, click . From the dropdown list, select (New Signature...). Then, click  and locate the signature file on your local hard drive. Select the file, and then click .The application uploads the image and displays it in the Image Preview box. Finally, click inside the text field, type a name for the file, and then click . The name of the file is added to the dropdown list, as shown in the following illustration.

Each time you save a signature file, the application adds the file name to the Signature dropdown list. You can add up to five file names to the list.

  • Add a previously saved signature image to your statements.

To do this, under Signature, click . From the dropdown list, select the signature file. The application uploads the image in the file and displays it in the Image Preview box.

  1. Select the Givers tab. From the list, select the names of givers for whom you are preparing statements.

To select all givers on Page 1, select the checkbox in the header (to the left of Family Name). To select all givers on all pages, select the Select all # records link that appears in the highlighted area under tabs.

  1. Click  to generate your statements.

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Step 6. Print, View, and Save the Statements

After you click , the statements you created are shown in the Report Viewer. For details on viewing, printing, and saving pledge statements, go to About the Report Viewer.

 

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