How to check your data so your statements are right

An EOY Contribution Statement provides givers with a summary of all contributions they gave 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. 

Steps to take

• Step 1: Audit family names and addresses

• Step 2: Review fund names and settings for accuracy

• Step 3: Make sure all tax-deductible contributions are posted to the correct calendar year

Step 1: Audit family names and addresses

Before mailing any statements, you should find and fix fields in your family data that are empty.

1. Click the Family Directory tab.

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.

4. Locate families with no mailing name. To do this:

   • In the Family List, select the Export to Excel option . 
     

   • The Mailing Name will be in column B of the Excel speadsheet. You may sort by this column so all of the families without a Mailing Name will be listed first.

   • In Family Directory, add a mailing name for all families that have no mailing name (see  How to view or update a family's record).

5. Locate families with no mailing address. To do this:

   • Click the Primary Address column header which when the column arrow is pointing up () will sort the Primary Address field displaying all families with no address text on file at the top.  Note: You may also use the same CSV file exported in #4. The Primary Address field is column F.
     

   • Supply a mailing address for all families that have no address on file. See How to view or update a family's record.

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

   • Click the Postal Code column header which when the column arrow is pointing up () will sort the sort the Postal Code field displaying all families with no postal code on file at the top. The Zip Code is in column I of the CSV file generated in #4.
     

   • Supply a postal code for all families that have no postal code information. See How to view or update a family's record.

Top

Step 2: Review fund names and settings for accuracy

Note: if you change the tax-deductible status for a fund, you must also update the tax-deductible status of the historical contributions also. They don't automatically update.

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. On the Funds Card, select Go to Funds or on the Navigator Bar (left), expand Offering, and click Funds.

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

   • Click the fund name link.

   • Make the necessary changes, and then click Save.
     
     For additional information see How to edit a fund's details.

Top

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 (as of 12/31/yyyy) have a posting date for the calendar year in which they were received.

To post a contribution. See How to create a correction batch to update the contribution date.

• To post new contributions to a prior year, simply enter the correct date on the Batch Details page.

Top