Generating Annual Statements Using The Mail Merge Function

Generating custom annual statements is a 2-step process that requires you to choose a template, customize it to your needs and then merge the template with our .csv annual statement file.  

Tip:  Prior to beginning this process we suggest you create a folder called Annual Statements on your desktop.  This file can be used to store your templates, the annual statement.csv file, finished statements and labels.  Storing these files in a single folder will make them easy to locate and use during the merge process and for accessing at a later date if needed.   
1
Review each template option below and decide which option best fits your parishes needs.  Templates can be accessed by clicking on the links in the green box and downloading it to your Annual Statement Folder.  Once you download your template proceed to edit the template as needed and click Save.  Care should be taken when editing so that fields in { }'s, merge fields are not changed. 
  

a.   Annual Statement - By Buckets Template:  This template will break-out contributions into three Buckets.  You tag a fund to one of three buckets via Fund Maintenance on the Fund Information tab.  During the generation of the data file, summary totals are calculated for each bucket.  Some parishes will group all parish funds in one bucket, all diocesan collections in a second bucket and perhaps capital campaign/annual collection/Maintenance collections in the third bucket.

b.  Annual Statement - Lump Sum Template: This template is for those who wish to provide a single total for all of the donations recorded in the system. 

c.   Annual Statement - By Buckets Template with Non-Deductible Contributions:  Contributions are summarized based on (3) bucket categories that are defined in Funds Maintenance, total of all contributions as well as a total for Non-Deductible Contributions.  Some parishes will group all parish funds in one bucket, all diocesan collections in a second bucket and perhaps and capital campaign/annual collection/Maintenance collections in the third bucket. 

d.  Annual Statement - Lump Sum Template with Non-Deductible Contributions:  Contributions are summarized into a lump sum and include a separate total for Non-Deductible contributions

e.  Annual Donation Report -Tri-fold No10_Window Envelope Template:  This template is for those who would like to use a No 10 Window Envelope to mail their Annual Statement Letter.  In addition, this template contains the variable tags if you would like to use the Summary Buckets to group individual funds together.  You tag a fund to one of three buckets via Fund Maintenance on the Fund Information tab.  During the generation of the data file, summary totals are calculated for each bucket.  Some parishes will group all parish funds in one bucket, all diocesan collections in a second bucket and perhaps and capital campaign/annual collection/Maintenance collections in the third bucket.  

If you prefer a single contribution amount you can edit this template by deleting the categories. Just be sure when editing that you do not change the location of the parishioners mailing address and the churches address at the top. 

Note: This template contains a line on the right side to help with folding.  If you fold the bottom of the page up to that line and bring the top to the fold it will fit into the envelope properly.  

Templates

a. Annual Statement - By Buckets Template  

b.  Annual Statement - Lump-Sum Template 

c.  Annual Statement - By Buckets Template with Non-Deductible Contributions 

d.  Annual Statement - Lump Sum Template with Non-Deductible Contributions 

e.  Annual Donation Report -Tri-fold No10_Window Envelope Template 

2

Download the data source that will be used to merge with your annual statement template.  Scroll to Fundraising > Funds Maintenance > Reports and choose Annual Statements (CSV). 

3
   The final step is to merge the source document with your template. 

a.  Open up your word template that you created by scrolling to Mailings and select Step by Step Mail Merge Wizard from the Mailings drop-down menu.

b.  The Mail Merge wizard will open a window on the right.  Press Next on the first two prompts that appear.  You will come to Step 3 of 6.  You will want to select recipients by clicking on Browse.  The Select Data Source pop-up box will appear.  Click on the Downloads folder and locate the SummarizedAnnualStatements file that you downloaded.  Press Open.

c.  The following pop-up may appear.  Click OK.

d.  A pop-up will show you a preview of the data.  If you are printing statements for everyone who was downloaded in the file hit OK.  

Optionally, if you would like to filter out a group of specific recipients press the Filter feature.  For example, maybe you would like to generate statements for anyone who has donated $250.00 or greater.  Or you want to sort by zip code you can select the Sort feature.

e.  Continue to Step 4 - Write Your Letter in the Mail merge Prompt window.  If you need to make any additional edits to your letter you can do so in this step.   

f.  Continue to Step 5.  Once you do this you will see the first record displayed in the letter.  Press the Complete the Merge prompt. 

 

g.  At this point you can either press Print to send them to the printer or press Edit Individual letters.  If you choose the latter this creates ALL your letters into a new Word document file where you can save to your desktop or another file you have created for your Annual Statements.  They are available should you need to access them in the future.

Tip:  If you you have a parishioner who would like to see the details of their contributions you can generate the  Annual Statement Family Detail Report located in your Report Library. Please note this is not a template or a stand alone Annual Statement.  The purpose is to have the option to provide the family a detailed summary with any of the templates.  We suggest that you print this on an as requested basis.  Every parishioners detailed contributions vary in the number and may produce more than 1 page. This could impact your bulk mailing rates.
Tip:  This is a good time to do some annual database cleanup.  If you have any funds that are no longer being used you have the option of making the funds Inactive.
Note:  Contributions that are in an Inactive Fund will still be included in any of the annual statements providing they fall within the date parameters and funds that are defined when generating your statements. 

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