PSFS Offering - Statements: 1 How to check your data so your statements are right

How to check your data so your statements are right

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.

Your contribution statements will only be accurate if your contribution and family data are correct. This article provides the steps to check family names and addresses, fund names, and contribution dates before you run statements. 

Sections in this article

 

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 Family List. 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.

    2. 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.

 

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 Funds.

  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 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.

 

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 Posting 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.

 

 


Related Articles

How to import a signature image file

 

Top

Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.