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Field Information

Detailed Tax Statement and Fund Summary

Fund Summary
Include fund summary information for the donor in the Detailed Tax Statement here.

Pledge Information
Include pledge information about the donor in the Detailed Tax Statement here.

Include Forgiven
Include forgiven pledges to display their balances in the Detailed Tax Statement here.

Memos
Include memos in the Detailed Tax Statement here.

Nondeductible Gifts
Include nondeductible gifts in the Detailed Tax Statement here. For more information, see nondeductible Gifts.

Preview
Click to preview the giving statements you selected. If more than 10 giving statements are available for preview Preview (first 10) displays.

Filter by
If selected, statements will only be included for individuals who contributed to the fund(s) chosen. 

Amount is greater than 
Use without Filter by to include statements from people with total giving (to all funds) over a certain amount.

Use in combination with Filter by to create giving statements only for people who contributed over a certain amount to a particular fund or set of funds. The filter considers only the collective total to the combination of specified funds.

Statement Output

Export All
Select this option to export all giving statements as a PDF so you can print and mail them to donors.

Send Email
Select this option to email donors a link to their giving statement. If a donor does not have an email address, a PDF is exported of their giving statement that you can print and mail.

Reply to Email
Edit this email address if you want statement recipients to reply to someone other than the church's default address.

 Sort Order

Last Name (A-Z)
Select this if you want your Statement Output organized by Last Name.

Postal Code
Select this if you want your Statement Output organized by Postal Code.

For tax and accounting reasons, you must keep a record of contributions. Giving statements are available for 6 months after they are generated. When that time expires, you'll need to generate new statements.

Generate statements

Congregants with logins can print their own giving statements.

 

 To generate detailed statements with a date range
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements Generate New Statement.
  3. Enter a Description and Date Range.
  4. Enter a Comment, if needed. This will display near the top of each page on all statements.
  5. Under Statement Type, select Detailed Tax Statement. Then, select what you want the statement to include.
  6. Use the Individual Query Filter to view the statements of a selected group.
  7. Select your preferred Statement Output, either Export All, which exports the statements to a PDF, or Send Email, which sends your members an email. Then, select the Sort Order.
  8. Click Generate or Generate & Send Emails. You'll receive an email once the statements have processed.

 To generate summary statements with a date range
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements > Generate New Statement.
  3. Enter a Description and Date Range.
  4. Enter a Comment, if needed. This will display near the top of each page on all statements.
  5. Under Statement Type, select Fund Summary. Then, select what you want the statement to include.
  6. Use the Individual Query Filter to view the statements of a selected group.
  7. Select your preferred Statement Output, either Export All, which exports the statements to a PDF, or Send Email, which sends your members an email. Then, select the Sort Order.
  8. Click Generate or Generate & Send Emails. You'll receive an email once the statements have processed.

 To generate an individual's statement (United States and Canada)
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. In the search box at the top of any page, click All > Profiles from the drop-down.
  3. Enter a name. As you type, a list of possible matches is displayed. You can also enter a person's phone number or email address.
  4. Select a record. Then, click the Giving tab within the profile.
  5. If necessary, use the filters to narrow the gifts displayed.

  6. Click to generate the statement.

  7. Enter a comment if necessary. This will display near the top of the statement.

  8. Click Print. There might be a delay as the data is compiled.

  9. The statement is downloaded as a PDF which can be printed or attached to an email. To retrieve them, point to the newest line on the Giving Statements window, click , and select View Export.
 To include $0 statements
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Reporting > Reports > Custom Query.
  3. Locate and select Giving Amount (total) as the Attribute.
  4. Select is greater than/equal to and enter 0 as the amount.
  5. Click Show Results.
  6. After previewing the results, click Save As.
  7. Give your report a name and click Save.
  8. Click Reporting to return the left menu to normal, then click Giving > Giving Statements > Generate New Statement.
  9. As you set up, select the query you just created under Individual Query Filter.
  10. Click Generate, and preview your export to make sure $0 statements are included.

View a giving statement export


 To view a previously generated statement
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. Click  next to the statement you want to view and select View Export.
  4. A printable statement will then download as a PDF.
 To check for unread emails
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. If you emailed giving statements to your contributors, click the number under the Emailed column.
  4. Under Status, you will see a list of contributors who have and haven't read their emails.

If there are unread statement emails by January 31, print statements for those contributors so you can have them postmarked by the end of the month. You can even encourage those contributors to print their own statements.

Deactivate and export emailed giving statements

If you deactivate statements, the links you emailed to donors will no longer work, and you'll need to resend the giving statement emails.

 

 To deactivate an emailed giving statement
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. Locate the giving statements you want to view the export of, then click .
  4. Click Deactivate. The Deactivate Statements dialog box displays.

  5. Enter a reason for why you are deactivating the giving statements.
  6. Click Deactivate. A box displays stating "Statements were successfully deactivated and emailed links were expired".
  7. A strike-through displays over the information for the giving statements you deactivated, and information about who, when and why the giving statements were deactivated displays beneath it.
 To export emailed giving statements to a PDF
  1. Sign in as an administrator or staff member with the appropriate permissions.

  2. Click Giving > Giving Statements.

  3. In the Emailed column, click the number associated with the giving statements you want to send emails for again.

  4. All the individuals are selected by default. If there are individuals you do not want to export giving statements for, remove the check marks from beside that individual's name.

  5. Click the Select an Action drop-down list, then click Export.

  6. Select the Sort Order for the export.

  7. Click Export.

  8. The information will download as a PDF you can then print or mail.

Resend an email or export again

 

 To send a giving statement email again
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. In the Emailed column, click the number associated with the giving statements you want to send emails for again.
  4. All the individuals are selected by default. If there are individuals you do not want to email again, remove the check marks from beside that individual's name.
  5. Click the Select an Action drop-down list, then click Resend Email.
  6. A confirmation message detailing how many emails were sent will display.
 To export a giving statement again
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. In the Exported to PDF column, click the number associated with the giving statement you want to export again.
  4. All the individuals are selected by default. If there are individuals you do not want to export giving statements for again, remove the check marks from beside that individual's name.
  5. Click the Select an Action drop-down list, then click Export.
  6. Select the Sort Order for the export.
  7. Click Export.
  8. The information will download to a PDF you can then print or mail.
 To generate detailed statements for contributors who gave within a date range
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. Click Generate New Statement.
  4. Enter a Description and Date Range.
  5. Enter a Comment, if needed. This will appear near the top of each page on all statements.
  6. In the Statement Type drop-down list, select Detailed Statement.
  7. If you want, click Preview to view an example of the giving statements created using the options you selected.
  8. Select the items you want to display on the statements.
  9. Select your Export Preference, either Export All, which exports the statements to a PDF, or Send Email, which sends your members an email.
  10. Select the Sort Order.
  11. Click Generate or Generate & Send Emails. There will be a delay as the data is compiled, and you will receive an email once the statements have processed.

  12. Printable statements are downloaded as PDFs. To open them, follow the notification displayed by your browser. You can also retrieve them from the report log, or point to the newest line on the Giving Statements window, click , and select View Export.
  13. To view a list of email recipients, click the link in the Emailed column on the Giving Statements page. For donors without email addresses, their giving statements are compiled into a printable PDF linked to in the next column.
 To generate summary statements for contributors who gave within a date range
  1. Sign in as an administrator or staff member with the appropriate permissions.
  2. Click Giving > Giving Statements.
  3. Click Generate New Statement.
  4. Enter a Description and Date Range.
  5. Enter a Comment, if needed. This will appear near the top of each page on all statements.
  6. In the Statement Type drop-down list, select Fund Summary.
  7. If you want, click Preview to view an example of the giving statements created using the options you selected.
  8. Select your Export Preference, either Export All, which exports the statements to a PDF, or Send Email, which sends your members an email.
  9. Select the Sort Order.
  10. Click Generate or Generate & Send Emails. There will be a delay as the data is compiled, and you will receive an email once the statements have processed.

  11. Printable statements are downloaded as PDFs. To open them, follow the notification displayed by your browser. You can also retrieve them from the report log, or point to the newest line on the Giving Statements window, click , and select View Export.
  12. To view a list of email recipients, click the link in the Emailed column on the Giving Statements page. For donors without email addresses, their giving statements are compiled into a printable PDF linked to in the next column.

 

You can generate statements for a specific person or for everyone who has gifts during a certain time frame. You can also choose to email statements to your donors or export them as a PDF to print. If you print statements, use a double window envelope to mail them. We carry regular and self-sticking sealed envelopes to guarantee your statements fit.

After selecting your criteria and clicking Generate Statements, an email will be sent to you once the statements are ready. It may take several minutes for your statements to load, but you can continue working in Realm while you wait.

Once your statements are ready, you'll have a column for the number of statements that were emailed and the number exported to a PDF. To download the statements exported to a PDF, click  and select View Export.  

1,000 or more statements exported to PDF

If you have 1,000 or more statements to export to a PDF, they will download in a zip file.

You can click on the number of statements that were emailed to see who the recipients are as well as who read their emails. You can also filter by those who have and have not read their emails, resend the email, or generate a PDF.

Detailed vs. Summary Statements

When you generate statements from the Giving Statements window, you can create detailed statements or summary statements. The detailed statement is a tax statement that lists all tax-deductible gifts. It can also include the fund summary, pledge information, memos, and nondeductible gifts if you select them.

When you print statements from an individual's profile, they print in the detailed format and will include the fund summary, pledge information, and memos. It may also include nondeductible gifts if you choose to include them. This option is located within the filter.

Nondeductible gifts

If you print nondeductible gifts, they'll display under the Summary heading in the Gifts for Item of Value column. The total in the Amount column is the deductible amount that donors will report to the IRS.