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DONOR STATEMENTS
Version 2024.02
Go to the Donor Statements sheet. Your organizations name and address will appear at the top. If it is incorrect, fix on your Settings sheet.
Type the correct tax year below your organizations name. The donor report will only pull transactions in your journal with a date within the year entered here.
Note: if your fiscal year does not start on January 1st, you may need to run statements in two separate workbooks since giving for a single tax year will span two workbooks.
A couple rows below the tax year is a dropdown field. This will display any contacts associated with a revenue account in your journal. If you posted revenue to an expense account, or, classified revenue as NTD (not tax deductible) in your Journal it will not show up on the donor statement,
The dropdown may show some contacts that do not need a tax statement if you have other sources of revenue, such as rental revenue. Just ignore those in this dropdown that do not need a donor statement.
Select the first contact in the dropdown. It will pull their address from the Contacts sheet. If the address is incorrect or missing, fix the address in the Contacts sheet instead of directly on the donor statement.
The report will show the check numbers, dates, funds, notes and amounts from your journal, as well as a total for the selected contact. Please remember that all columns shown are from your Journal and cannot be edited directly within the donor statements.
If you don't want to show the check numbers or notes on your donor statements, you can right click the column and click "Hide Column".
Within Google Sheets click File > Print.
Note: if you don't see the Google Sheets menu bar, it might be hidden. Click the small arrow near the top right of your screen to show the hidden menu bar.
Adjust from landscape to portrait or vice versa depending on your preference. Under formatting, you can choose to remove gridlines for a cleaner look. You can also adjust the alignment to center or left justify to your preference.
Use the print preview window to see how your settings change things until you get it the way you want. Once you have these setting dialed in, they will be remembered, so you won’t have to set them for each giving statement that you print.
Click the blue Next button and you’ll be taken to your computer’s printer window.
There, you can print to your printer or save as a PDF if you plan to send digitally.
Repeat by going to the next donor on your list using the contact dropdown.
Once complete, you should go back to your Annual Revenue by Tax Status report and verify that you printed a statement for all donors. You don’t want to miss anyone!
Note: while you should include a thank you, resist the urge to type the thank you note in the giving statement before printing. This can cause issues with the donor report as you change from donor to donor. Instead, print a separate thank you letter, add a hand-written thank you in the blank space after printing, or write a thank you card.
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