Contents - Index

Quarterly Statement

Donors can be given a quarterly statement to show them a record of their donations.

There are two types of statements:
a) a summary of donations by quarter and category, similar to what can be shown on the bottom half of a tax receipt.
b) a summary of donations with the last quarter showing the donations for each day and the previous quarters showing only a total for each quarter.

To view/print one of these statements:

1. If you want your name and telephone number to appear at the bottom of the statement then click the Tax Receipts icon and choose Setup Tax Receipts.... Choose one of the built-in receipt styles.  In the authorized signature fields type your name, title and telephone number.  If you want a logo or image to appear on your quarterly statement then pick a file where it says Graphics file for logo/image.  Then click Save.

2. Click the Reports icon and choose Donations By Date...

3. Click the One Donor per Page checkbox to show a statement for each donor. To view a statement for only one donor, type a donor number or an envelope number then press the Tab key to see the donor's name.

4. Give a date range from the start of the current fiscal year to the end of the last quarter you want included on the statement.  (For most organizations this starts on Jan 1st but you may have a different fiscal year which is set by going to the Setup menu and choosing Organization.) Your date range should only include a single year or the report will not be shown as a quarterly statement.

5. Click on either the Quarter or the Quarter & Day radio button.

6. Click OK or press the Enter key.  The quarterly statements will then be shown for the first donor.

Press Page Down to view the next donor or Page Up to view the previous donor. (You can also click on [Next] or [Previous] in the menu bar.) Any pledges each person made are shown on quarterly statements.  Both the amount pledged and the amount actually given are shown.  The statements also show how much each person must give to fulfill their pledge.  Sometimes the amount needed to be given seems too big.  For example a person has promised to give $50 a month and the quarterly statement indicates that they have gave $50 a month but it says that they should give $100 more.  This is because pledges owing from previous years may also included in the amount needed to fulfill the pledge.  Since the person may have not paid two months during a previous year, the quarterly statement will still show that they need to give $100.  You can stop pledges being carried forward by going to the Preferences window, and near the middle left remove the checkmark from:
 Carry pledges owing forward 


To find out how to print the quarterly statement, click here. To close the statement click on [Close Report] in the menu bar.




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