Prepare year-end giving statements

Prepare statements for a year

1. Under Nonprofit, select Year-end statements.
2. Choose Calendar year, then select Show.
3. Select Prepare missing statements.
4. Review each donor's statement state. The list updates itself for a few minutes after you start a batch.
5. Select Download or Preview email to review a prepared version.

Donors are listed by name. Prepare missing statements appears only while a donor with gifts that year has no statement. Preparation saves a statement for each donor who has posted, unrefunded cash gifts or non-cash gifts in the chosen year and no statement yet. Donors who fail a rule are skipped. Preparation sends nothing and does not post accounting entries.

The statement lists gifts from January 1 through December 31, oldest first. It shows cash received, the disclosed good-faith value of goods or services, and contribution: cash minus that value, never below zero. Gifts from other years and refunded gifts are left out. These are the recorded amounts, not a decision about tax eligibility.

Non-cash gifts are listed separately by description, without a value, and aren't counted in the totals. Reversed non-cash gifts are left out. See Record a non-cash gift.

Send or download statements

Select Email prepared statements, review the confirmation dialog, then confirm. The button appears only when a statement is ready for email. Only the newest version per donor with a valid saved email and no earlier delivery attempt is included. Each version is emailed once with its PDF attached. Sending also requires View acknowledgments permission.

States are Missing, Prepared, Sending, Sent, Failed, Outcome unknown and No email. Sent means the mail server accepted the message. It does not prove inbox delivery. Outcome unknown means the server may have accepted the email but its reply was lost. Automatic retry is blocked, and progress refresh stops for that statement. Review the delivery log before deciding whether to prepare another version. Correct the donor contact and prepare a new version if the saved email is missing or wrong, or an earlier delivery failed.

Download all creates a ZIP containing the newest prepared version per donor for the chosen year, up to 500 statements. It appears once a statement is prepared for that year. It does not prepare missing versions or email anyone.

Prepare another version for one donor

Open the donor under Donors. In Giving statements, choose a year with a posted, unrefunded gift and select the Prepare statement button for that year. Every preparation saves another numbered version. Earlier PDFs, donor details, presentation and messages stay unchanged, including after a later refund. New numbers look like GST-2026-00001 and use the statement year.

Change the messages

Under Settings, Documents, Acknowledgment, find Year-end giving statement. Enter an Intro message up to 1,000 characters using {first_name}, {donor_name}, {organization_name} and {year}. Select Save changes for that section.

Under Emails, Giving statement, edit Subject and Message. These allow the same fields plus {contributions}. The subject allows 150 characters and the message 5,000. The PDF follows the acknowledgment template, colors, logo, signature, signer and paper size. Changes apply only to new versions.

Continue to personalize acknowledgments.