Articles in this section


  • Print & Email Yearly Tax Receipts in Batch

    Print and/or email yearly tax receipts for all donors at the same time. Yearly tax receipts can be generated from the Donors page and from Custom Reports.

    Generate yearly tax receipts from a custom report if you don't want to send duplicate tax receipts (both email and printed) to donors who have both an email and mailing address listed on their profile. By generating your yearly tax receipts from a custom report, you'll also be able to see a list of which donor records have email and/or mailing addresses, and which ones do not. To learn how, scroll down to the From Custom Reports section of this article.

    From the Donors Page

    1. Select Donors from the Home page.
       
    2. Select List.

    3. Apply one or multiple filters to the list of donors.

    4. Email Yearly Tax Receipts to, or Print Yearly Tax Receipts for all donors in the filtered list.
    5. Select a Tax Year from the drop-down menu, then click Submit.

    6. Confirm that you want to email/print tax receipts to the selected profiles.

    7. Select Click here to see the status of those jobs.

    8. Once the tax receipt job has finished, the Last Status column will read Job completed.

    9. If you chose to print the yearly tax receipts, links to the PDF files will generate in the Print File column.

     

    From Custom Reports

    Yearly tax receipts can also be generated from Custom Reports. This can be useful if you don't want to send duplicate tax receipts (both email and printed) to donors who have both an email and mailing address listed on their profile. By generating your yearly tax receipts from a Custom Report, you'll also be able to see a list of which donor records have email and/or mailing addresses, and which ones do not. 

    1. Select Reports from the Home page.

    2. Scroll down the page and select Profiles.
    3. Select Profile id to add the field to the report.

    4. Select Name.

    5. Scroll down and select Email.

    6. Select Filter.

    7. Select Email.


    8. To view all donor records that do not have an email address in the profile, click the radio button next to IS, and check the box next to NULL, then click Apply Report Filter.

      If you want to view all donor records that have an email in the profile: remove the Email filter, re-add the Email filter, click the radio button next to IS NOT, and check the box next to NULL.

    9. The report will list all donor records that have, or do not have an email address in the profile.

    10. Email Yearly Tax Records to all donors in the report, or Print Yearly Tax Receipts for all donors in the report.

    11. Select a Tax Year from the drop-down menu, then click Submit.

    12. Confirm that you want to email/print tax receipts to the selected profiles.

     
  • Print & Email a Yearly Tax Receipt

    Print and/or email a single yearly tax receipt for one specific donor.

    1. Select Donors from the Home page.

    2. Search for the name of a donor.

    3. Select Yearly Tax Receipt.

    4. Click Display.
       
    5. Email the receipt to a new email address, or print the receipt as a PDF.

      If you choose to print the yearly tax receipt and it doesn't generate properly, click Rebuild Receipt File to rebuild the receipt.

  • Household Donation Records*

    All members of a household and their total donation history are available on the Donor page. You can look at a household record by selecting Donors from the home page:

    • In Donors start typing the name of the donor household and select the Household Profile from the records
    • Select the Profile Is "Donor" link

    • You will see the donation records of the entire household including any individuals who have been linked to the household

    The Donor record for the household will show the members plus the Donation Summary and Advised Donations from the members of the household.

  • Export Donor Information*

    Export Profile data as a CSV file for use in any spreadsheet. Use "Add Filters" to further refine and to find donors based on the Fund, Profile Types, Dates, Events, etc and then you can export the results.

    • From the Home page, find the Nonprofit column
    • Select Donors
    • Choose List from the left side of the screen

    You will be redirected to Profiles with the Donor filter on. A list of all Donors in your database will appear.

    • On the left-hand side, you can pick what data to export 
      • Choose to Export All for all profile data
      • Export Names for just the names 
      • Export Emails creates a CSV with the names and emails of your donor list - you can use the export to help you send out emails to the profiles selected
      • Export Phones downloads your donor names and phone numbers

    When you select "Export" the system will generate a CSV of the data you requested and it will immediately be downloaded onto your computer.

  • Delete a Donor*
    • Go to Donors from the Home page under Non-Profit
    • Begin typing the name of the donor in the Donor Search box, a list of names will appear
    • Select the Donor to be deleted (make sure they have not donated)
    • Choose Delete by scrolling down the list on the left-hand menu

    • The record will remain as a Profile but not tagged as a Donor
      • Other options include checking Deceased. This keeps the Donor in the system but they are no longer active and will not be referenced.

    Note: If a Donor is associated with an active Fund or Campaign, the system will not allow the Donor record to be deleted.

  • Edit a Donor*

    In order to update or change contact information related to a Donor, you will need to edit their Donor record or their Profile.

    • Go to Donors (under Nonprofits column on the Home page)
    • Type the name of the Donor in the Search Donor textbox
    • Select Edit Profile from the left-hand side of the screen
    • This takes you to the Donor's Profile

    Within the Profile page of a Donor you can make several edits such as Label a Donor as Anonymous, Label the Donor as Deceased or edit the Prefix, First, Middle and/or Last Name, Address, Phone, Email, etc. Within the Profile record of a Donor, you can assign or remove Profile Types and you may also add or remove one or more areas of interest listed under Grant Type Interest

    Scroll down the Donor's Profile to the Profile Is section and choose the hyperlinked word Donor to get to the Donor's page. There is a Donor page for each Donor and it shows their donation history plus events and campaigns they have been invited to and that they have attended. 

    The Donor page offers the following options for editing or adding Donor information:



    • Addnote - add a note to the donor record
    • Attach File - upload documents associated with the donor
    • Add Fund Prospect - list of all your Funds you can select to categorize the Donor as interested in it
    • Link To Fund - list of all your Funds you can select to Link the Donor to that Fund
    • Invite To Campaign - lists your Campaigns (Events), if you select an event, the donor will be added to the invite list - you will still need to go into Campaigns to manage the invite list
    • Add Donation - add a donation from that donor - you will need the date, the amount, the payment method and the Fund the donor is giving to
    • Add Recurring Donation - add a recurring donation from that donor - you will need the amount, the payment method, the donation interval and the Fund they are giving to
    • Add Pledge - add a pledge from the donor. You will need the Destination Fund, the Amount, the First Payment Date and the Payment Frequency
    • Yearly Tax Receipt - create an end of the year tax receipt that shows all of the donor’s charitable giving (create a template in System Data)
    • Historical Donation - add a historic donation to the donor’s record if it is not showing up
    • Merge - merge the donor with another donor if there are duplicate records (this cannot be undone)
    • Delete - allows you to delete the donor record if there are no records associated with the donor
  • Create a Donor*

    You must first create a Profile and then tag that contact as a Donor.

    Make Donor allows you to tag a Profile as a Donor. 

    • Go to Donors (under the Nonprofits column)
    • Select Create from the left side menu

    This action will take you to Profiles. Profiles contain the basic name and address information.

    Be sure to search Profiles to make sure the individual / household / organization is not already in your system. Do this by entering the name in the Search Profile box. 

    • If the name is already a Profile, select it and choose "Make Donor" from the left
    • If the name is not found, create a new Profile.

    You must determine if the new donor is an Individual or if they give as a Household or if the donor is an Organization. You can always create an Individual and link them to a Household or link them to an Organization.

    • Select Create from the left menu in Profiles to create a new Profile, you can choose one of three options.
      • Create as an Individual
        • Enter First name and Last name, eg. Sam Gomez,  OR
      •  Create as a Household 
        •  Enter the name for a Household, eg. Yvonne and Harry Allen OR
      •  Create as an Organization
        • Enter the organization name, eg. ASPCA

    • Continue with the Profile details
    • Select Save when you are finished
  • Donors Overview*

    CommunitySuite has a variety of tools to help you manage your Donors and view their engagement with your foundation. Your Donors are tracked in the database as a Profile type called "Donor."

    When you go to Donors and pick a specific Donor you will see basic Profile information and any Opportunities assigned to engage that Donor. Selecting "Donor" in the Profile Is section will allow you to drill down and see all past Donation and Campaign related activities.  

    You can search all your Donor records, invite them to Campaigns, create Opportunities or download your records easily by following these steps:

    • Find the Nonprofit column on your Home page 
    • Choose Donors
    • Select List from the left-hand menu to see all Donors in your database
    • The system will take you to Profiles and you will see the Donor filter is on

    Once you have a list of Donors, you can choose to export the data to get the list downloaded onto your computer as a CSV. You can open this raw data in any spreadsheet.  

    • Export All (all Donor data)
    • Export Names (Donor Names)
    • Export Emails (Donor Names and Emails)
  • Make Donor Profile

    After creating a profile, you can designate the profile as a donor. A donor can be described as an individual, organization, or household profile that has donated to your foundation.

    1. Select Profiles from the Home page.

    2. Search and select a Profile, or click List to select from a list.

    3. Hover your cursor over the left-side menu, scroll to the bottom, and click Make Donor.

      • You will be redirected to the Donor record.


    Note: Once a donation is recorded for the donor profile, Prospective Donor will change to Donor.