Contents
- Index
Sending Electronic Copies of Each Quarterly Statement
To send statements as PDF files by email:
1. You need to install a PDF printer driver. There are three which will work:
a) One is the eDocPrinter PDF printer driver, from ITekSoft. (Click here for instructions on how to download and install eDocPrinter.) There is a free version of eDocPrinter you can download which works but puts a watermark on all pages. To remove the watermark, you need the full version. ($29 US) You can also encrypt the PDFs and lock them so they cannot be changed as required for PDF receipts.
b) Another is the Win2PDF Pro PDF printer driver from Dane Prairie Systems. (Click here for instructions on how to download and install Win2PDF Pro.) They have a regular version of Win2PDF ($46 US) and a Pro version ($91 US). Only the Pro version encrypts files.
c) Another is Bullzip. They have a free version and three paid versions. All versions encrypt the PDFs and lock them so they cannot be changed. The paid versions have more bits for the encryption.
d) If you have a Mac (OS X) you can use PDFWriter. This is a free product. Please be aware that PDFWriter does not encrypt the PDF files. There is also a newer version called RTWS PDFWriter.
2. Click on Reports and choose Donations by Date. Select One donor/page and Quarter, then enter a date range. You can also do a statement using a custom letter.
3. Put a checkmark where it says:
Create a PDF of each report
This box will only appear after you install one of the above PDF printer drivers. If you have more than one installed, select which one you want to use.
4. Fill in any other options and click OK. You will see the statements. All donors will be selected regardless of whether they prefer to be contacted by mail or email, or want their tax receipts on paper or semt by email.
5. Click [Create PDF] in the menu bar. The PDF of each statement will be stored in the folder:
C:\Donarius\PDFReports
Each PDF will have the end date and donor# as part of the file name. For example, a statement for Jan-June 2012 for donor# ABC 1 will have the file name: Report_30June2012_ABC 1.pdf
6. Click on Mailings and choose View Emails... (Requires the purchase of the Letters/Emails/Text Messages module)
7. Where it says Email to View choose Pdf-stmt
8. Enter the same date range you used when you viewed the statements.
9. Fill in any other options and click OK. You will see the email to send the statements. Only the donors who prefer to be contacted by email will be sent a statement by email.
10. Click [Send Emails] in the menu bar then click Send.
Note: To edit the message in the email, click on Mailings and choose Setup Emails.... Change only the body of the email. Do not alter the name of the attached file or it will not work.
To print a statement for those people who don't have an email address or prefer to get paper copies, you have to follow some extra steps:
a) If you are doing standard statements as a Donations by Date report, you need to select which donors will get statements/receipts by email and which will get paper copies. To do this, click on Donors and choose Add/Edit Donors... Then for each donor that wants their statement/receipt emailed to them select PDF Receipts by Email. Finally, to do the paper copies of statements, select Donations by Date, click the Show ==> button, look near the button right and select Paper Receipts.
b) If you are doing statements using a custom letter, you need to setup how each donor wants to be contacted and select either by mail or by email, not both. Then to do the paper copies of statements, just print the letter as you normally would. Only those who want to be contacted by mail will get one.
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