FCC Admin Tasks - Generating Donor Statements

Generating Donor Statements

The Donor Statements Google Sheet imports the data from QB Exports for Statements. It consists of some Google script and these three tabs:

Donors With Email - Donors with email addresses and a preference of email for communication in QuickBooks appear on this tab
Donors No Email - Donors with no email addresses or a preference other than email in QuickBooks appear on this tab
Select Donors - This tab allows you to identify up to 50 donors for whom you wish to generate statements. This tab is to create statements for a select few donors either as a test run or if you need to resend to select donors.

Step 1: Perform a Test Run

If the Statement Done column contains any text a statement will not be created for the corresponding donor. Clearing the column makes sure that action is taken on all of the donors in the list. You can actually put any text in this column such as "Do not create statement" to avoid creating a statement for a donor.

Specify Selected Donors: Choose a few donors for the test run. Make sure to include donors who donate through a charity and who may also donated directly such is the case, at this writing, with Tracy Hanna and Brian Smith. This way you can make sure the statements for non-tax deductible donations are properly posted.
Specify Override Email: For each donor, specify an override email address, such as office@fortworthucc.org, to receive the email for the test run.
Run Script: Select FCC Script > Selected Donors > Clear Statement Done Column
Run Script: Select FCC Script > Selected Donors > Send Emails (This script runs for a long time. To avoid execution time limits, only 15 such emails are sent in any one batch. Repeat this step until all emails have been sent.)
Examine Test Statements: Check the email sent and PDFs created in the Statements folder to make sure they were done properly. Make corrections and repeat the test run as needed.

Step 3: Statements for Donors with Email Addresses

If the "Statement Done" column contains any text, a statement will not be created for the corresponding donor. Clearing the column makes sure that action is taken on all of the donors in the list. You can actually put any text in this column such as "Skip" to avoid creating a statement for a donor.

Run Script: Select FCC Script > Donors with email addresses > Clear Statement Done Column
Run Script: Select FCC Script > Donors with email addresses > Send Emails (This script runs for a long time. To avoid execution time limits, only 15 such emails are sent in any one batch. Repeat this step until all emails have been sent.)

Step 4: Statements for Donors without Email Addresses

Donors For donors that will receive statements by email, you have a choice of actually sending the email or just creating the PDF statement. In either case, PDF statements will be created and stored on Google Drive in the "Statements" subfolder.

Run Script: Select FCC Script > Donors without email addresses > Clear Statement Done Column
Run Script: Select FCC Script > Donors without email addresses > Create PDFs (This script runs for a long time)
Mail Statements: Mail statements to each donor for whom we have a mailing address and no email address.

Note: You can repeat the process for one or a set of donors by blanking out the "Statement Done" column for the each donor to be reprocessed. You also have the option to use the "Select Donors" tab to reprocess a statement for a donor and override the email address it should be sent to.

Step 5: Organize the PDF Statements by Statement Date within Calendar Year

Navigate to the "Statements" subfolder.
Create appropriate calendar year and statement date subfolders as needed.
If a subfolder for the calendar year. .elect FCC Script > Donors without email addresses > Clear Statement Done Column
Run Script: Select FCC Script > Donors without email addresses > Create PDFs (This script runs for a long time)
Mail Statements: Print and mail PDF statements to each donor for whom we have a mailing address and no email address.