You can choose to send donor statements quarterly, twice per year or annually. In order to ensure the most accurate and complete statements possible, it is wise to spend a few hours preparing for your statement run. The time to begin is one week before the statements need to be printed.

1. Review various audit views to identify issues:
   • Households page
     • Fix Too Many Heads – Edit Household Position on one or more family members. Two heads is the most a household can have and they should be married to each other.
   • Contacts page
     • Fix: Make Adult Child – Change to Adult Child.
   • Programs page
     • Stewardship Info – Review tax-deductible programs to ensure they have the correct statement header and statement title.
   • Donors page
     • Stmt: Address Issue – These donors have current* year donations but no address.
     • Stmt: Review Deceased – These donors are marked Deceased on their Contact record, but they have prior year (current year minus one) donations.
     • Stmt: Set to Individual – These donors should get individual statements because they are Other Adults or because they are Companies. Use the Assign Tool to set them to Individual.  (A Guest Child in a Household should also have his/her record set to Individual.)
     • Stmt: Fix Method - These Donors are in same Household but with different Statement Methods. Want to automate resolving this issue? We have a Ready-Made Solution for that!
     • Fix Email Statements Without Contact Email - Add an email address (if known) to the Contact
   • Donations Page Views
     • 0. Reassign Donor – Make sure no donations remain on the Temporary Donor that gets all XML imported donations by default.
     • 2. Ready for a Batch – These donations do not appear on a statement because they are not part of a Batch.

• Donor Accounts Page Views
  • Used By Unassigned Donor – Check to see if any accounts currently assigned to a real donor were used by the Unassigned Donor temporarily. This happens with starter checks sometimes.

• Statements Page Views
  • No Email Primary Contact - Add an email if one is known
  • Spouse has Email - Email the statement to the Donor's spouse
  • Statements to Mail - No Contact Email Address - Add an email, if known, or break out the printer and stamps
  • Review: Not Archived Different Stmt Method
  • Review: Not Archived Different Stmt Frequency
  • Review: Duplicate Contacts
  • Review: Adult Child in Family Statement
  • Review: 18+ on Family Statement
  • Review: No File (not archived)
  • Review: Outdated File (not archived)

1. Identify and combine duplicate Contact records using the Combine Contacts Tool.
2. Ensure any Deceased Donors who do not have surviving Spouses are marked as Stmnt Method: No Statement and Frequency: "Never" so that you can filter out any of these Donors.
3. Ensure all Heads of Household have the same Donor Statement Type. The following would allow you to assign all couple where one individual has "online" to both being online:
   1. Make a selection of Donor's marked Type=Family and Method=Online.
   2. Choose Tool > Transfer Selection.
   3. Choose "Copy to Another Page".
   4. Choose "Donors" page.
   5. Name the Selection.
   6. Check the option to "Select Heads Instead".
   7. Click Go.
   8. From your new selection (named in step 5) click on "Assign"
   9. Check the box next to Stmt Method.
   10. Choose "Online".
   11. Click Save.
   12. Click OK
4. Perform a test run of the statements to ensure they print correctly, and to ensure you know the amount of paper and envelopes to have on hand.
5. If you have some donors who receive statements by email/online and some who receive statements by postal mail, consider creating two views for processing statements: one view showing those donors who have a Stmt Method of Postal Mail, and another view with those donors who have a Stmt Method of Online/Email. As a further step, the Trim Selection tool could be used to remove those records with missing emails or addresses from the selections.  If it is desired for both Heads of Household to receive the My Contribution Statement link by email, after making a selection, the Transfer Selection Tool could be used to Include Heads.  Then both heads would be in your selection and receive the email.

*Current means the current Statement year for Year-end Statements. So, if you review this view on 12/31/2022, it will show Deceased Donors with 2021 Donations. If you review it on 1/1/2023, it will show Deceased Donors with 2022 Donations.