To generate year-end statements for your givers, navigate to the Settings page from the main menu, select the "Odds & Ends" tab, and then click on "Manage Year-End Receipts."
*Note: Only users with Admin permissions may access the year-end receipts page. If you are not able to access the page, please contact your organization's administrator.
On the Receipting page, select a template to generate receipts. To create a new template, click the "Create Year-End Receipts" button in the upper right.
This will bring up the year-end receipting wizard, which will walk through four key steps to generating and sending year-end statements to givers.
To begin, enter a name for your new receipt template. Then, using the document editor, you may create a new template for your year-end receipts. Use the tools available at the top of the form to edit your document, add images, and include merge fields in your template. You can even edit the source HTML code to further customize your template.
The list of available merge fields includes:
- Contact Name
- Contact Salutation (Informal Name)
- Contact Address (Primary)
- Receipt Date (MM/DD/YYYY)
- Long Receipt Date (i.e., "December 31, 2017")
- Receipt ID
- Gift Table
- Total Deductible Gift Amount
Select the "Gift Table" merge field to insert a table that lists all of a Contact's gifts for the year. The default table columns are:
- Receipted Gift ID
- Gift Type
- Gift Date
- Amount (Tax-deductible amount)
- Projects (a list of all Project designations for each Gift)
In addition to the above default fields, there are three optional fields that may be added to the gift table, if desired:
- Check Number
- Gift Notes
- Non Cash Description
Use the Table Tools in the document toolbar to add or remove columns, if desired. For example, you may wish to list only the Gift Date, Amount, and Project Designation(s). First, insert the default Gift Table.
And then, click anywhere in the header cell for the "Receipted Gift ID" and "Gift Type" columns, click on the Table Tools, and select "Delete Column" to remove each of the two extra columns. The Gift Table will now show only Gift Date, Amount, and Projects.
At any point while editing, click on the Actions button in the upper right to save your template. There are options to save and continue editing, or save and go back to the main receipts screen.
Before moving forward and generating receipts for all of your givers, you may wish to see a preview of your template. Select "Preview" from the Actions menu to view a quick preview version. From the preview window, select "Download PDF" to generate the actual receipt document, which can be used for a test print run if receipts will be printed on letterhead.
Once your template is complete -- and saved! -- click "Next" in the lower right to move to the next step in the receipting process.
On the settings page, you may select options to further customize your receipts. First, you'll need to select a date range for your receipts. By default, this range will be set to the previous calendar year, but you may choose to override the default and select a different time period, if necessary. This range will define which gifts are included in the receipting process.
Users wishing to add additional design customization or formatting to their receipts may click on the "Download Receipts as PDF" field and switch to downloading the document HTML instead.
For mailing purposes, you may wish to generate envelope labels or print envelopes from a PDF. Select the option that works best for your needs. The PDF for envelopes is designed to work for a standard #10 mailing envelope, and may be suitable for similar size envelopes. For other envelopes, select the csv option to generate labels.
Selecting the option to download PDFs to print envelopes will display three return address fields. Include only your organization's return address; your Organization Name will be added as the first line by default.
Once you have selected the correct options for your needs, click Next to move to the next step in the process.
The Targeting screen contains two different forms, one to manage inclusions for your receipts and another to manage exclusions. Used together, these options allow you to target specific givers and even generate customized receipts for different donor groups. For example, monthly donors may get a receipt that thanks them for their ongoing support, while Major Donors get a receipt with a personal note from your Executive Director. In this case, you would do two batches of receipts, using different templates for each.
The first box on the screen lists the options for inclusions. Note that each of the four options includes the stipulation that Contacts must have made at least one gift within the receipting period to be included.
The last two options in the list allow for specific targeting of only those with a specific Tag (i.e., "Major Donors") or those who are included in the results of a saved Contact query. Note that only one value can be selected for either option; it is not possible to include Contacts with any one of three Tags or in multiple queries. In these cases, it will be necessary to first create and save a Contact query that identifies the correct Contacts.
The second box, exclusions, defaults to excluding no one, but includes options for excluding Contacts with a specific Tag or who are included in the results of a saved Contact query. Using these options together with the inclusions, it is possible to build complex statements for targeting Contacts, like:
All Contacts with at least 1 gift who are tagged as "Monthly Donor" except those also Tagged as "Major Donor."
Once you have selected a group of Contacts to be receipted, click Next to move to step four in the receipting process.
The final step includes just one option. Click "Run" to generate your receipts.
Receipts will be run and generated as exports. These exports are processed separately from other query exports for your organization, so there should be be no interruption for your users. Depending on the volume of Gifts included, it may take several hours for the receipting export to complete. As with all exports, Virtuous will send an email once your file is ready to be downloaded. Navigate to the Exports screen from the Settings menu to check on the progress.
Along with the receipt PDFs (and envelope csv or PDF, if selected) Virtuous will generate an exception file. This file is a spreadsheet listing all Contacts that could not be receipted because their addresses were incomplete. Use this file to make corrections and then re-run receipts for those that may need them.