Information Icon About the Donor Reports Page

Overview

Select a Donor Report Dropdown List

Toolbar

Configure Button

Export Button

Report Setup

Setup Options for the Contribution Detail Statement Report

Setup Options for the Canadian Tax Receipt Report

Setup Options for the Pledge Statement Report

Setup Options for the Non-Giver Letter

Overview

The Donor Reports page provides a central location where you can set up and generate custom contribution statements and pledge statement reports.

Donor Reports Page

PermissionsPermissions

To access the Donor Reports page, you must either have Organization Admin access rights tied to your login or Offering > Print permissions. If you do not have Offering > Print permissions, the Reports option is not visible in Offering menu in the navigation bar.

Access rights and permissions are granted to individual users in their staff records, accessed through the Manage Staff page in the Administration module. You must have Organization Admin rights to view the page and assign permissions. For details, see the online Help for the ParishSOFT Administration module.  

Select a Donor Report Dropdown List

The list below contains the names of the donor reports you can generate. Click a link below to view report descriptions.

Contribution Detail Statements (United States only)Contribution Detail Statements (United States only)

The Contribution Detail Statements report generates individual statements detailing the contributions made by selected donors during the time period specified in the report setup. A message template is also provided that enables you to create a custom message to accompany the statements If you have an organization logo or signature image, they can be added to give the message a more professional and personal look and feel.

To view setup options, go to Setup Options for the Contribution Detail Statement Report.

Tax Receipt (Canada only)Tax Receipt (Canada only)

The Tax Receipt report generates tax receipts summarizing the contributions made by selected Canadian donors during the time period specified in the report setup. The receipts  comply with CRA (Canadian Revenue Agency) requirements regarding the information required on an official tax receipt. 

To view setup options, go to Setup Options for the Canadian Tax Receipt Report.

Pledge StatementPledge Statement

The Pledge Statement report generates individual statements detailing the pledges made by selected donors during the time period specified in the report setup. 

To view setup options, go to Setup Options for the Pledge Statement Report.

Non-Giver LetterNon-Giver Letter

The Non-Giver Letter report generates a custom letter you can send to donors who have stopped giving and donors who have made no contributions.

To view setup options, go to Setup Options for the Non Giver Letter Report.

Toolbar

These toolbar buttons are located in the upper-right corner:

 ConfigureConfigure 

Click this button to open the Report Contents window. This window contains options used to configure elements of your donor reports. 

 ExportExport  

Click this button to generate the report. From the displayed menu, select the desired format: 

Report Setup

The following sections describe the options used to set up donor reports.

Setup Options for the Contribution Detail Statement Report

  To use the options listed below to set up a Contribution Detail Statement report, you must be located in an organization whose Country field is set to USA in the organization's record. Organization records are created and maintained on the Organizations page in the Family Suite Administration module.

After you select the Contribution Detail Statement option from the Select a Donor Report dropdown list, you can use the options listed below to configure the report.

 An asterisk (*) indicates required information.

In the list below, click the arrowhead next to an option to expand it and view its description.

Run Report ForRun Report For

Select the desired contribution source for the report:

After selecting this option, select one of these options: All Families (includes all families), Only Selected Families (includes only the families you select), or Family ID (includes only those families within the Family ID range you specify).

After selecting this option, select one of these options: All Members (includes all members), Only Selected Families (includes only the members you select), or Member ID (includes only those members within the Member ID range you specify).

After selecting this option, select one of these options: All Families (includes all families), Only Selected Families (includes only the families you select), or Family ID (includes only those families within the Family ID range you specify) .

Minimum AmountMinimum Amount

Enter the minimum amount for contributions to include in the report. 

The system saves the Minimum Amount value you specify as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

Maximum AmountMaximum Amount

Enter the minimum amount for contributions to include in the report. 

The system saves the Maximum Amount value you specify as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

Start DateStart Date *

The date filters let you specify a date or date range for contributions to include in the report.  

To specify a start date only, type a date in the Start Date field. Alternatively, click  and select a start date from the calendar.

To specify a date range, enter dates in both the Start Date and End Date (see next option) fields. 

The system saves the Start Date setting you specify as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

End DateEnd Date *

The date filters let you specify a date or date range for contributions to include in the report. 

To specify an end date only, type a date in the End Date field. Alternatively, click  and select an end date from the calendar.

To specify a date range, enter dates in both the End Date and Start Date (see previous option) fields. 

The system saves the End Date setting you specify as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

Print Labels checkboxPrint Labels checkbox

Select the checkbox to print a separate report that contains mailing labels for the selected families or members.

SignatureSignature

Lists the options available for inserting a handwritten signature image at the bottom of the donor letter. Select the desired option. If you do not want to include a handwritten signature, select None.

  The options appearing in the Signature dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Signature Options

  For instructions on creating a signature image to insert in your reports, go to How to Create a Signature Image.

LetterheadLetterhead

The dropdown list includes the letterhead options available for insertion into the header area at the top of the donor letter. Select the desired option. If you do not want to include a letterhead, select None

  The options appearing in the Letterhead dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Letterhead Options.

Body of StatementBody of Statement

The dropdown list includes the options available for inserting text into the body of statement area in the donor letter that accompanies the statement. Select the desired option. If you do not want to include body of statement text, select None.

  The options appearing in the Body of Statement dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Body_of_Statement_Templates.

Printed NamePrinted Name

The dropdown list includes the options available for inserting a printed name under the handwritten signature in the donor letter. Select the desired option. If you do not want to include a printed name, select None.

 The options appearing in the Printed Name dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Printed_Name Options.

Report TypeReport Type

The Report Type filter has three settings that you can apply to determine the contribution details to include in a report:

  On a donor's statement, multiple contributions given on the same day are aggregated and reported as a single amount. Multiple contributions with different check numbers or memos that are made on the same day to the same fund are listed individually with separately reported amounts.

 

Family RegistrationFamily Registration *

Lets you filter the report by family registration status:

The system saves the Family Registration setting you select as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

Family WorkgroupFamily Workgroup

The Family Workgroup list shows the names of the organization's family workgroups. To generate statements for families belonging to a specific family workgroup, select the desired workgroup. Alternatively, if you do not want to filter the report by any family workgroup, select the blank option (the first option in the list).

 Selecting the blank option also removes the previously selected workgroup.

The system saves the Family Workgroup setting you select as your personal default. Even after you log out and back in again, the setting remains the same until you change it. Note that the setting is saved on your local device, so if you log in using a different device, you may see a different setting.

Select One or More FundsSelect One or More Funds

The funds list shows the names of funds for which you can generate statements. Individually select the funds you want. Alternatively, if you want to generate statements for all funds in the list, select the Fund Name checkbox at the top of the list.

 The list includes only those funds the logged-in user has permission to access.

Select One or more Family GroupsSelect One or more Family Groups

The dropdown list includes all of the family groups created in your organization. Select one or more groups you want to include in the report.

Setup Options for the Tax Receipt Report

  To use the options listed below to set up a Tax Receipt report, you must be located in an organization whose Country field is set to Canada in the organization's record. Organization records are created and maintained on the Organizations page in the Family Suite Administration module.

After you select the Tax Receipt option from the Select a Donor Report dropdown list, you can use the options listed below to set up the report.

 An asterisk (*) indicates required information.

In the list below, click the arrowhead next to an option to expand it and view its description.

Tax Receipt Summary buttonTax Receipt Summary button

Opens the Tax Receipt Summary window where you can create a tax receipt summary report. This report lists the tax receipts issued by the logged-in user's organization. The report also includes voided receipts so that an organization, if audited, can use the report to account for all receipt numbers. 

For instructions on creating this report, go to How to Create a Tax Receipt Summary Report.

Run Report ForRun Report For

Select the desired contribution source for the report:

Start DateStart Date *

The date filters let you specify a date or date range for contributions to include in the report. 

To specify a start date only, type a date in the Start Date field. Alternatively, click  and select a start date from the calendar.

To specify a date range, enter dates in both the  Start Date and End Date (see next option) fields. 

End DateEnd Date *

The date filters let you specify a date or date range for statements to include in the report. 

To specify an end date only, type a date in the End Date field. Alternatively, click   and select an end date from the calendar.

To specify a date range, enter dates in both the  End Date and Start Date (see previous option) fields. 

Maximum AmountMaximum Amount

This filter lets you set a minimum contribution amount. Any contributions less than the amount you specify are not included in the report.

LetterheadLetterhead

Lists the letterhead options available for insertion into the header area at the top of the donor letter. Select the desired option. If you do not want to include a letterhead, select None

  The options appearing in the Letterhead dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to  Letterhead Options. 

Body of StatementBody of Statement

The dropdown list includes the options available for inserting text into the body of statement area in the letter that accompanies the tax receipts. Select the desired option. If you do not want to include body of statement text, select None.

  The options appearing in the Body of Statement dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Body_of_Statement_Templates.

Body SignatureBody Signature

Lists the options available for inserting a handwritten signature image at the bottom of the letter that accompanies the tax receipts. Select the desired option. If you do not want to include a handwritten signature, select None.

 The options appearing in the Signature dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Signature Options

  For instructions on creating a signature image to insert in your reports, go to How to Create a Signature Image.

Printed NamePrinted Name

The dropdown list includes the options available for inserting a printed name under the handwritten signature in the letter that accompanies the tax receipts. Select the desired option. If you do not want to include a printed name, select None.

  The options appearing in the Printed Name dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Printed_Name Options.

Receipt SignatureReceipt Signature

Lists the options available for inserting a handwritten signature image at the bottom of the tax receipt. Select the desired option. If you do not want to include a handwritten signature, select None.

  The options appearing in the Signature dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Signature Options

Select One or More FundsSelect One or More Funds *

The funds list shows the names of funds for which you can generate tax receipts. Individually select the funds you want. Alternatively, if you want to generate tax receipts for all funds in the list, select the Fund Name checkbox at the top of the list.

 The list includes only those funds the logged-in user has permission to access.

Setup Options for the Pledge Statement Report

After you select the Pledge Statement Report option from the Select a Donor Report dropdown list, you can use the options listed below to configure the report:

 An asterisk (*) indicates required information.

In the list below, click the arrowhead next to an option to expand it and view its description.

Select a FundSelect a Fund

The funds list shows the names of funds you can select to include in the report. You must select at least one fund.

 The list includes only those funds you have permission to access.

Statement MonthStatement Month *

Select the number that corresponds to the month you are generating statement for. For example, select 6 for June and 10 for October.

Statement YearStatement Year *

Enter the year for which you want to generate statements. For example, 2019.

Only Pledges with a balanceOnly Pledges with a balance

Select the checkbox to generate statements only for pledges with a remaining balance.

Include remittance slipInclude remittance slip

Select the checkbox to attach a remittance slip that donors can return with their payments. The remittance slip contains the donor's name and other identifying information so that the payment can be properly credited to the donor's account.

Statement DateStatement Date *

Specify the date the pledge statement was prepared. To do this, type a date in the Start Date field. Alternatively, click  and select a date from the calendar.

Contribution Scheduled forContribution Scheduled for *

Specify the date the contribution to the pledge is scheduled for. To do this, type a date in the Start Date field. Alternatively, click  and select a date from the calendar.

Scheduled ContributionScheduled Contribution

Select one:

Select an OptionSelect an Option *

Select the option for the statements you want to include in the report:

SignatureSignature

The dropdown list includes the options available for inserting a handwritten signature image at the bottom of the letter accompanying the statements. Select the desired option. If you do not want to include a handwritten signature, select None.

  The options appearing in the Signature dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Signature  Options.

  For instructions on creating a signature image to insert in your reports, go to How to Create a Signature Image.

LetterheadLetterhead

The dropdown list includes the letterhead options available for insertion into the header area at the top of the letter accompanying the statements. Select the desired option. If you do not want to include a letterhead, select None

  The options appearing in the Letterhead dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Letterhead Options.

Body of StatementBody of Statement

The dropdown list includes the options available for inserting text into the body of statement area in the donor letter. Select the desired option. If you do not want to include body of statement text, select None.

  The options appearing in the Body of Statement dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Body_of_Statement_Templates.

Printed NamePrinted Name

The dropdown list includes the options available for inserting a printed name under the handwritten signature in the donor letter. Select the desired option. If you do not want to include a printed name, select None.

  The options appearing in the Printed Name dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Printed_Name Options.

Family RegistrationFamily Registration *

Select an option to filter the report by family membership:

Family WorkgroupFamily Workgroup

The dropdown list includes the family workgroups created in your organization. Select one or more workgroups you want to include in the report.

Select One or more Family GroupsSelect One or more Family Groups

Lists the family groups created in your organization. Select one or more groups you want to include in the report.

Setup Options for a Non-Giver Letter Report

After you select the Non Giver Letter Report option from the Select a Donor Report dropdown list, you can use the options listed below to configure the report.

 An asterisk (*) indicates required information.

In the list below, click the arrowhead next to an option to expand it and view its description.

Run Report ForRun Report For

Select the desired contribution source for the report:

Start DateStart Date *

The date filters let you set a date or date range to find families or members who did not give during the specified period. 

To specify a start date only, type a date in the Start Date field. Alternatively, click  and select a start date from the calendar. To specify a date range, enter dates in both the Start Date and End Date (see next option) fields. 

End DateEnd Date *

The date filters let you set a date or date range to find families or members who did not give during the specified period. 

To specify an end date only, type a date in the End Date field. Alternatively, click  and select an end date from the calendar. To specify a date range, enter dates in both the End Date and Start Date (see previous option) fields. 

Print LabelsPrint Labels

Select the checkbox to print a separate report that includes mailing labels for the selected families or members.

SignatureSignature 

Lists the options available for inserting a handwritten signature image at the bottom of the letter. Select the desired option. If you do not want to include a handwritten signature, select None.

 The options appearing in the Signature dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Signature Options

  For instructions on creating a signature image to insert in your reports, go to How to Create a Signature Image.

LetterheadLetterhead

The dropdown list includes the letterhead options available for insertion into the header area at the top of the letter. Select the desired option. If you do not want to include a letterhead, select None

  The options appearing in the Letterhead dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Letterhead Options.

Body of StatementBody of Statement

The dropdown list includes the options available for inserting text into the body of statement area in the letter. Select the desired option. If you do not want to include body of statement text, select None.

  The options appearing in the Body of Statement dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Body_of_Statement_Templates.

Printed NamePrinted Name

The dropdown list includes the options available for inserting a printed name under the handwritten signature in the letter. Select the desired option. If you do not want to include a printed name, select None.

  The options appearing in the Printed Name dropdown list are defined in the donor report configuration. For instructions on configuring the options in this list, go to Printed_Name Options.

Family RegistrationFamily Registration *

Select an option to filter the report by family membership:

Family WorkgroupFamily Workgroup

The dropdown list includes the family workgroups created in your organization. Select one or more workgroups you want to include in the report.

Select One or more FundsSelect One or more Funds *

The funds list shows the names of funds you can select to include in the report. You must select at least one fund in this list.

 The list includes only those funds the logged-in user has permission to access.

Select One or more Family GroupsSelect One or more Family Groups

Lists the family groups created in your organization. Select one or more groups you want to include in the report.

 
Related Topics
 

© Offering Help v2.30 May 18, 2022 ParishSOFT LLC, all rights reserved. ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use only.