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 also allows you to specify an override email address to use for the donor if you discover the email address we have on file is not correct.

Follow the steps outlined below. You will repeat steps 2 and 3 for the tabs Donors With Email and Donors No Email.

Step 1: Prepare Donor Detail HTML

Pull down the "FCC Script" menu and select "Prepare Donor Detail HTML" (see Figure 3, below). This runs a script that builds HTML which is the basis of a Donor Statement PDF created for each donor.

Figure 3: Prepare Donor Detail HTML

Step 2: Clear Statement Done Column

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..

Pull down the "FCC Script" menu and select either "Donors with email addresses".
On the submenu that appears, select "Clear Statement Done Column" (see Figure 4).
Pull down the "FCC Script" menu and select either "Donors without email address".
On the submenu that appears, select "Clear Statement Done Column".

Figure 4: Menu Sub-Options

Step 3: Send Emails or Only Create PDFs

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.

Pull down the "FCC Script" menu and select either "Donors with email addresses" or "Donors without email address".
On the submenu that appears, select either "Send Emails" or "Only Create PDFs". If you choose to "Send Emails", an email is composed and sent for each donor with their Donor Statement as an attachment. If you choose to "Only Create PDFs". In either case, the corresponding "Statement Done" column is updated with a timestamp. Note that you will not have the option to send emails for "Donors without email address". Those statements must be printed and mailed to each donor.

You will be prompted for the subject line of the draft email you created. Be patient, this process takes a long time to execute.

Note: You can opt to 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.