Creating and customizing contribution statements

  1. Breeze Church Management
  2. Knowledge Base
  3. Contributions

Print Statements

Statements can be printed for a specific person, a group of people based on a filter, or for everyone in the church:

Printing a Specific Person's Statement

  1. Navigate to the person's profile you'd like the statement for.
  2. Click "Giving" on the left navigation bar.
  3. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  4. Select "Print Statement" from the dropdown list and then click the "Print Statement" button.

Printing Statements Based on a Filter

Printing a giving statement based on a filter allows more control over what appears on the giving statement. Users can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.

  1. Get contribution reports for the contributions you'd like to include in the giving statement.
  2. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  3. Select "Print Statement" from the dropdown list and then click the "Print Statement" button.

Printing All Donors' Giving Statements

To print a statement for all donors1:

  1. Navigate to "More > Contributions > Statements."
  2. Click "Print."
  3. Select the desired date range and click "Print Statements."
Printing statements for all donors will print statements for people who have given in the specified date range (including archived people, including if the person running the statements does not have access to view archived people). People who have not given in that date range will not receive a statement. Remove Header & Footer: If you'd like to remove the header and footer content which can often contain page numbers, the web address, and more, you can specify this in your browser's print settings. Information on hiding this in Chrome and Firefox can be found here.

Save as PDF: Printing statements will load a web page showing statements in a printer-friendly format. If you'd like to save this as a PDF, we'd recommend using a browser's print function to save to a PDF. For more information see how to save to a PDF via the Chrome browser.

Double Sided Printing: If you plan on printing statements on both sides of the paper (two-sided printing), prior to printing, close the print dialogue window and click "Two-Sided Printing" in the upper left of the preview screen. This will create extra pages where appropriate so the front of one statement never prints on the back of another (note that only Internet Explorer and Edge browsers support this functionality).

 

Email Statements

Emailing statements allows users to send statements to an individual via email. Statements are sent as attached PDF files. If sending to multiple people, each recipient will receive only their giving statement as the attachment.

Emailing a Specific Person's Statement

          1. Navigate to the person's profile you'd like to email the statement for.
          2. Click "Giving" on the left navigation bar.
          3. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
          4. Select "Email Statement" from the drop-down list.
          5. Compose your email and click "Send."
Emailing Statements Based on a Filter

          Emailing a giving statement based on a filter allows more control over what appears on the giving statement. Users can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.
          1. Find contribution reports for the contributions you'd like to include in the giving statement.
          2. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
          3. Select "Email Statement" from the drop-down list.
          4. Compose your email and click "Send."
Emailing All Donors' Giving Statements
To email a statement to all donors:
          1. Navigate to "More > Contributions > Statements."
          2. Click "Email."
          3. Select the desired date range and click "Continue to Compose Message."
          4. Compose your email and click "Send."
      Emailing statements to all donors will email statements to people who have given in the specified date range (including archived people). People who have not given in that date range will not receive a statement.
If you'd like to preview a statement prior to sending it, you can do so from within the email compose window. Click the "Preview" link behind the attachment on the bottom to view what the statement looks like. If multiple people will be receiving their statements, you'll be able to select which person's statement you'd like to preview.
If a person is on the "do not email" list, statement emails will still go through

Customize Statements

Statements can be customized to include whatever information you'd like (e.g. logo, text, etc). To customize a giving statement:

  1. Bring up the "Print Statements" window
  2. Click the pencil icon in the lower left of the window.
  3. Customize the statement how you desire. Use the "Mail Merge" dropdown to specify person-specific information such as name, amount given, or date range of statement.
  4. Click "Save"

The following information is available to insert into your statement by using the "Mail Merge" dropdown on the toolbar.

Name Description
Name Donor's Name. If part of a family, names of adult's will be used (e.g. 'John & Jane Smith')
Address Donor's Address
Start Date Contributions included start at this date
End Date Contributions included end at this date
Church Name Name of your church as defined within "More > Account Settings"
Total Amount Total amount of tax-deductible contributions given
Itemized List

An itemized list of each tax-deductible contribution given. You can also specify which columns show up on the itemized list by adding specific text.

[itemized:date:name:method:amount]
[itemized:date:envelope:amount]
[itemized:date:fund:method:amount]
 
   The options are:
Text Description
date Date of the contribution
name Name of the contributor
method Method of payment
fund Fund payment was given to (if listed as first column, entries will be sorted by fund; otherwise entries will be sorted by date)
amount Amount of contribution
batch Contribution's batch number
batch_name Contribution's batch name
envelope Donor's envelope number
note Note on contribution
check Check Number
account Checking Account Number
Funds Summary A list of each tax-deductible fund the donor has given to along with the total given to each of those funds
Pledges Summary

A list of pledges that were active during any part of the selected date range.

The amount given to the pledge will include all previous contributions matching that pledge from the end date, even if they extend before the start date, so that the amount given to the pledge will be accurate regardless of your starting date range.

You can also specify what pledge information is displayed and which pledges will show up by adding specific text.

[pledges_summary:campaign_name:date_range:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
 
   The options are:
Text Description
campaign_name The name of the campaign
date_range The range of the donor's pledge (e.g. 1/1/2017 - 12/31/2017)
frequency How often and how much the donor planned to give (e.g. $50 weekly)
amount The amount and total amount (e.g. $200 of $500)
remaining The amount that still needs to be paid (e.g. $300 Remaining)
note The note associated with the pledge
percent The percentage paid (e.g. 40%)
campaign-nnnn The ability to specify a specific campaign to include, excluding the rest. Replace nnnn with the campaign ID. The campaign ID can be obtained by navigating to the campaign in your Breeze account and looking at the number on the end of the URL. You may include multiple campaign IDs if desired (e.g. :campaign-1000:campaign:1001:campaign:1002). An example using this option might look like:

[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
Envelope Number The envelope number of the donor (lists all envelope numbers if people in family have different numbers)
Family Members A list of all family members
Non Tax Deductible Total Amount Total amount of non tax-deductible payments
Non Tax Deductible Itemized List

An itemized list of each non tax-deductible payment. You can also specify which columns show up on the itemized list by adding specific text.

[itemized_non_tax_deductible:date:name:method:amount]
[itemized_non_tax_deductible:date:envelope:amount]
[itemized_non_tax_deductible:date:fund:method:amount]
 
The options are:
Text Description
date Date of the contribution
name Name of the contributor
method Method of payment
fund Fund payment was given to (if listed as first column, entries will be sorted by fund; otherwise entries will be sorted by date)
amount Amount of contribution
batch Contribution's batch number
batch_name Contribution's batch name
envelope Donor's envelope number
note Note on contribution
check Check Number
account Checking Account Number
Non Tax Deductible Funds Summary A list of each non tax-deductible fund the donor has given to along with the total given to each of those funds
Family Name The last name of the family surrounded by 'The' and 'Family' (e.g. 'The Smith Family'). If the person is not a part of a family, the person's name is used instead (e.g. 'John Smith')
Family Members A list of all family members
Unique ID A unique number (this number changes each year)
Today's Date The current date with the full month name listed (e.g. January 14, 2018)
The customizations made will be applied to both printed and emailed statements.
Statements can also be customized via the preview screen when emailing statements.

Statement Templates

We've provided a number of different statement templates you can use. This allows you to select the template that most closely matches your needs and tweak it to perfectly display how you'd like it to. To select a template:

  1. Bring up the "Print Statements" window
  2. Click the pencil icon in the lower left of the window.
  3. Click the "..." icon in the toolbar to expose the second row of buttons
  4. Click "Templates" and select the template you'd like to use
You can also create your own templates by typing in the content you'd like to have saved and then selecting "Save as New Template" from the same menu dropdown as above1.
Saved templates will be accessible by all users with permission to access the customize statements section. For more information on custom templates, continue using the statements window and refer to Email Templates (as the functionality is similar in both locations).

Statement Logic

Breeze has built-in logic that intelligently retrieves the list of statements the user most likely desires. While most users will never need to reference this section, for users who would like a peek under-the-hood to better understand this logic, here is how Breeze determines what statements to retrieve:

When Printing/Emailing Statements for a Specific Person

When printing or emailing statements for a specific person:

  • Breeze will generate a statement for that person. The option to generate a statement only exists if that person has giving history within the specified date range.

When Printing/Emailing Statements from a Contributions Search Result

When printing or emailing statements based on a specific contributions search result.

  • Breeze will generate a statement for everyone in the list.

When Printing/Emailing Statements for Everyone

When printing or emailing statements for everyone using the buttons located at "More > Contributions > Statements":

  • If the church's customized contribution statement does not include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be ignored for people who do not have tax deductible giving (even if they do have non-tax deductible payments)
  • If the church's customized contribution statement does include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be generated for people who have non-tax deductible payments (even if they don't have tax-deductible giving)

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