Annual Summaries

What is an Annual Summary?

An Annual Summary is a receipt which summarizes all donation made from an account during a set calendar year.  The document is designed to be sent out yearly to donors to inform them of the total donations that they have given throughout the year.  It includes totals for tax-deductible donations and totals for those that are not tax-deductible.  They are a great fundraising tool  where you can thank the donors who give small regular contributions and show them how it all added up.

How to Setup and Generate Annual Summaries in Bulk:

• Click to the Letters Screen.

• Then select located on the top right next to the Review and Personalize button.

• The Send Annual Summary Screen will display:

  

Set Preferences

• There are a few options that you need to select from before you can send out the letters.

  • Donation Types - choose which kind of donations should be included on this summary.

    • All - every possible donation.

    • Donation Schedules - only Installment and/or Recurring donations.

  • Applied to Campaigns - choose what Campaigns should be included.

    • Only Donation Campaigns are available for this report (and not Collectible Campaigns)

    • The default is all Campaigns.

    • You can select more that one.

  • Year - choose which calendar year this summary should be for.

• Now you can choose which donors should receive these summaries.  

  When a donor has…

  • Min Donation Amount - what is the minimum payment amount that should be included in this summary.

  • Min Donation Quantity - at least how many donations must the donor have given to get this letter.

• Now choose how donors should receive their letter.

  • Default Delivery - if you choose to Print then there will not be a ‘If No Email Address’ option.

  • If No Email Address - what should Admire do with accounts that do NOT have an email address.

Set Your Template

• Expand to set up your template.

• The setup is the same as all Letters Templates.  You can learn how to do it here.

• At the bottom of the Template Setup Screen there is an option:

  

  • If this is checked off the Annual Summary will include a second page to each donor, listing the donations given in that year according to the preferences set above.

  • It will specify if the donation is tax-deductible or not.

  • Only the first 20 donations will be listed.

  • If not checked off, a list of donations will not be included in this Annual Summary.

When Making Changes

The first time you generate Annual Summaries this will not be part of the screen.  However, once you already generated some and now come back you will be prompted with the following:

• For the accounts that were already sent Summaries you have two options:

  • Summarize donations not previously included - only send them a new summaries with donations that were not on a previous one.

  • Summarize all - send them a newly updated summary that includes everything.

• For the accounts that had Summaries generated for them but are in the que and were not actually sent yet, you have two options:

  • Delete and regenerate for all - delete what is in the que and start again from fresh.

  • Keep and regenerate for donations not previously included - keep what is in the que and generate a second summary with donations not included on the one in the que.

Sending Them Out

• gives you three options:

  • Send Now

  • Schedule Send - use this to have Admire send out the summaries at 10am on the date you choose.

    

  • Hold For Review - send the Summaries to the Review Que for your Staff Review to lookover.

Generating an Annual Summary for an Account:

• Open the Account you wish to create an Annual Summary for.

• Select located at the far right of the Pledges/Payments tab header.

• Choose Annual Summary and then select Email or Print, depending on how you wish to send it out.

• The Send Annual Summary Screen will open.

  

• If any of the donations from that account are linked to an Entity the screen will allow you to choose:

  

• You then make changes to your Template if desired using

Please Note:

Any changes made to the template here, changes it for ALL accounts across the board.  It is not specific to this account.

• Click to generate and either Print/Email as previously selected.