Year-End Donation Statements

The year end statements you need are probably not easily produced in QB.  If you entered the donations as sales receipts, you can print a statement with the year as a date range.  You may be required to send a special statement.  Here is another post that provides a link:

FredMorton
Allstar
10/06/09 3:26pm PDT

You cannot do this in QB -- an very good utility that's inexpensive is available at www.beyondtheledgers.com
 

QuickBooks doesn't really have a feature to do this cleanly without a lot of manual work.

You might try our Donor Statements tool, which can quickly pull your data and create statements for your Donors with no data re-entry. For more information and a free trial, see community.intuit.com/post/detail/bCAMegewKr3BcRabTJhmjm
 

(In addition to this posting, please email me at [removed - please use profile for sharing contact information] for the actual template.  If I could paste it here somewhere that would be great, but I havent' found out how to do that yet.)

Here is a copy of the email that I have been sending to those who ask.  If for some reason you don’t have Quickbooks Premier Non Profit edition, email me back.  I also have a template that works as a sales receipt and works quite well.  I used it for a couple of years before figuring out that a Sales Order worked a little better. However you cannot activate Sales Orders in Quickbooks Pro.

One person I sent this to seemed to have some problems with printing but I cannot for the life of me figure out why.  I have a hunch it was a setup problem.  If this one doesn’t work the way you would like to see it work there is one on the quickbooks community website as well that you can download.  In Quickbooks, go to Lists, then Templates, then click the Templates drop down in the lower left and click "download templates"  In the Sales Order templates there is a Yearly Donation Statement template for NP users and in the Sales Reciepts templates there is a Donation Reciept template that would work as well.    I don’t know much about these since they are quite new.  Go figure, I’ve been waiting for years to come up with a y/e receipt and after I make one they come up with something.  You do need to have the Premiere edition of quickbooks to make the Sales Order one work as you will have to enable sales orders.  If you have the Pro version only, I have a template & procedure that will work with Pro as a sales receipt.
  (If you’re not in the USA just ignore the line suggesting that this template & procedure should work fine with the US version of Quickbooks as well.  The 1^st person who inquired was from the USA and wondered whether that would be a problem.)

 I changed my template somewhat so that it will work with Sales Orders.  This give you better tracking ability that the one I used before with Sales Receipts or Donations in Non Profit.

 In order to make this work you need to click Edit – Preferences – Sales & Customers – Company Preferences – and check the box that says “enable Sales Orders”

In your chart of accounts, create a new account.

In the “Account Type” box type Other Income

In the “Account Name” type something like Year End or whatever you like to call it.

Leave all the other fields blank and then Save & Close.

 To import the template you can do it a couple of ways but for now follow these instructions.  Simply copy & paste template from the email to your desktop.  Then open Quickbooks & go to Lists and then Templates.

On the bottom left corner you will see a box marked “Templates” with a drop down arrow.  Click this box & then click “Import”

Simply look in your desktop, click the template and click open or just double click the template.

Now the template is in your copy of Quickbooks.

 Go back to Lists – Templates & double click the new Year End Receipt template.

You can now edit the template by double clicking “Layout Designer”  You will need to change the text in many of the boxes (remember in most cases you will need to change it on all 3 parts of the receipt)  To change the text just double click the field & retype what you would like it to say.  You can change the font if you want & move the boxes around if you want.  Right now it’s made so that if you tear off the Office Copy and fold the two parts that are left on the dashed line it will show the name & address in a #10 window envelope.  If you would like a different logo simply right click all 3 & delete the one on the template.  Then add whatever logo you want by clicking the Add button & clicking Image.  Find the image you want in the folder it’s stored and add it.  Quickbooks will then add the image to your Intuit – Quickbooks – Company Files – Images folder so that it will print properly.  You will need to resize the logo/image to fit the template.  When you have it like you want it, right click & choose copy.  Move the copy to the 2^nd part of the template & repeat for the 3^rd if you desire.

After you make these customizations, the only changes you will need to make is the text under the “DONATION(S) RECEIVED” box.  For this year it’s good but next year you will need to change it to 2011.

 If you don’t want to sign all of these copies and if you laws allow, you can also make an image of your signature & paste it on the 3 signature lines of the template.

 In order to determine the total donations for each donor simply go to Reports – Company & Financial – Income by Customer Summary.  You can tweak this report & memorize it as a Year End Donation Summary or something like that.  I saved it in my Non Profit Reports file. 

Now just make a sales order for each of the donors, (be sure to chose the correct template in the drop down menu in the top right and make sure the “to be printed” box is checked at the lower left) with the total amount of their yearly donations.

After making all of the sales orders which will be the yearend tax receipts and before you batch print them, you can check the total amount of the sales orders to be printed with the total on your Year End Donation Summary to make sure they match.

 If you are a church that uses envelope numbers, you can make it a little easier to enter data by adding the envelope number before the name in the Customer Name field in the customer information.  For example CUSTOMER NAME:  123 – Smith, John & Jane.  In the Invoice To and Ship To address field leave the envelope number out.

Then under the tab “Additional Info” click the tab “Define Fields”  Type in Envelope number in one of the unused ones or change one that isn’t being used, and check the box for Customers:Jobs beside that field.

Having an envelope number makes entry quick as you only have to type the number when making donation receipts or yearend receipts and the rest of the data will follow.  You can also produce customized reports by envelope numbers to maintain confidentiality.

I think I’ve covered it all.  I know it may seem like a lot, but I wanted to be as detailed as possible.  I don’t know how different the US version is from the Canadian but I have a feeling this should work just fine with some customization.  I have used Quickbooks Premiere Non Profit edition all along while I was a church treasurer, but although it was always promised they still do not have a way to produce a proper year end donation receipt for income tax purposes so after many different avenues such as an Excel program, this seems to work as good as I can envision a system to work.

 I hope that it will help you because I know what it’s like sometimes.  The QB’s community has helped me in the past and I am glad to share what I have with others.  I can’t of course guarantee that there will be no hiccups, but I trust it will work just fine until the day when QB’s finally comes up with what should have been there all along.

 Let me know how it works and feel free to share this email with anyone you needs it.

 Blessings,

You have to go into Customer Baance Detail Report,  It will show all your customers. Modify report , to show credit balance only, put in the dates you want the amount to show. When you print the statements, click in the print reports, page break after each major grouping.  Now you will need a cover letter,  if for a church it has to have IRS publication typed on it saying , For income purposes , no goods or services in return for contributions other than tangible religious benefits.  Next  step  go to Company in the tool bar, scroll down to prepare letters with  envelopes, click on customer letters, this will open your customers list, make sure you have  gone into Customer Center first and clicked on the active customers, otherwise it shows all customers for every year, Now this will ask you to choose a customer letter template, or you can create a template by checking the box below the names, choose what you want to do , then choose a letter template to view or edit. I created my template in microsoft office, saved it there under saved templates, then I retrieved it and choose template because when you choose a letter template it opens up your microsoft office program. If you have problems transfering the letter, cut and then paste it into your template because it can be tricky, then  go to the top of the microsoft office toolbar , click on mailings, you will see select recipients and start mail merge you click on start mail merge  as you have already choosen your recpients earlier, then click  letter, your letter will appear then you click envelopes, or next and print letters and envelopes will appear once you click on the first envelope to print it will begin flashing showing you all the  envlelopes  they will print at that point . Good Luck

Quickbooks is finally getting around to helping out with this.  They are also working on another template which is pending approval.  We are in Canada so if you are in the USA it may work differently for you.

Quickbooks now also has Y/E donation reciepts that can be download right from Quickbooks.  You need to have Premier or Non Profit for these though.  From inside QB's go to Lists, Templates, then click the drop down menu on the bottom from the "Templates" button.  Click download templates, and choose Sales Reciepts.  When the new window opens you will see that it states, Sales & Donation Reciepts.  The bottom right template is a 3 part Year End donation reciept that works very well, especially when combined with the directions I gave earlier.  You may have to adjust for your situation.  If you don't have Premier Non Profit you will need the template I created for invoices.  I wish I knew of a way to attach files to these posts.  I haven't been the treasurer for a few years now, but I know the new one and these work very well.  You don't need 3rd party software.

Use this template in conjuction with instructions in my earlier post & you'll be quite pleased with the results.