Customizing Statements

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

Customize Statements

  1. Navigate to More > Contributions > Statements
  2. Bring up the "Print Statements" window
  3. Click the pencil icon in the lower left of the window.
  4. 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.
  5. Click "Save"

Why You Shouldn't Copy/Paste Statement Information from Word:

The Email and Statement Compose windows don't handle copying/pasting from other email platforms, or Word, as the formatting isn't supported by the underlying library (ie. TinyMCE). To keep the source formatting, one option you may want to try is to use COMMAND+SHIFT+V (on Mac) or CTRL+SHIFT+V (on Windows) to paste as this causes the pasted content to exclude any formatting (effectively "pasting as text").

Example: Pasting with a particular font into a compose window in Breeze will keep the source formatting rather than the destination formatting. Following the above steps will keep that from happening.

Finalizing your statement information

Before finalizing your statements we recommend you make sure all of your online contributions are either imported or associated in Breeze. For more information check out this article: End-of-Year Online Giving Associations

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

Text

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 given and total amount pledged (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) Unique ID is pulling from start date, end date and Breeze ID. (YYMM) (YYMM) (Breeze ID). For example: A statement from 2019 - Dec 2019 and the Breeze ID was 65559384, it would look like this: 1901191265559384 
Today's Date The current date with the full month name listed (e.g. January 14, 2018)

Notes:

First Name(s) will pull the Nick Name if there is one

When using the [funds_summary] and [pledges_summary] mail merge features in the statement reports, the Funds order will populate in a different order for each person receiving their statement. This order is based upon the first gift given. For example, if a gift was given to the "General Fund" first, this will show up first in the Funds (and Pledges) Summary. There is no ability to customize this order at this time. For more customization options, see "Itemized List" in the mail merge options.

The customizations made will be applied to both printed and emailed statements.
Statements can also be customized via the preview screen when emailing statements.

If [Itemized] is selected without modifying, it will always include: date:name:method:fund:amount. Anything different needs to be added using the description mail-merge options.

The column widths for the statements are not able to be adjusted. However, keeping the "date" first and "amount" last in your customization will allow for the spacing of the columns to appear with the best spacing results.

 

Using 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.
When editing a template and you want the changes to be saved for future use you must click templates and replace template. Otherwise the changes made to the template will remain only until another template is chosen.

 

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).

 

Click Here to Understand Our Advanced Statement Functionality

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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Comments

11 comments
  • Hey @elisabeth!

    I am so sorry to hear that it has been confusing. Happy to help clear up any confusion. We really want it to be quite a breeze for you. :) 

    You can customize the size, boldness, italics, colors, etc. by using this section here: 

     

    Here are some additional resources that might be helpful too:

    Complete Guide to Creating Giving Statements

    Creating Statements

    Hope this is helpful! If you have further questions, please don't hesitate to email or call Support.

    We are here and happy to serve.

    Blessings! 

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  • @suzanne

    The explanation below is correct! Using multiple funds here helps you get around any report roadblocks. Please reference our explanation of this under the Pre-Paid pledges part of this documentation: Managing Pledges 

    Thanks for the help @daw30410!

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  • @joehonzik

    We'd love to help you with this topic and it sounds like we could use a bit more clarity! Please give us a call on our support line so that we can help you personally!

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  • @daw30410

    Thanks for the feedback here! Concerning the Custom itemized output, you can produce [itemized:date:fund:amount] effectively in your statement. See here: https://share.getcloudapp.com/geuY7AN7 

    The other areas you mentioned would certainly be more suitable for a feature request! Your feedback is what helps us make Breeze an outstanding product. 

    If you have any additional questions here, please let us know!

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  • When attempting to customize the email giving statement, anyone know why I can't put anything below the [church_name] merge field at the bottom? Say, for example, a logo?  Or perhaps the church address, since there is no merge field for the church address and it appears nowhere on the statement??

    I can enter text on the same line as [church_name] but can't add a return to continue adding anything at all to the statement. 

    "Step 3 - Customize the statement how you desire"  Really??

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  • @mmcmullen

    Thanks for reaching out to the Community! Unfortunately, the code is programmed to show up on two lines and cannot be manipulated at this time. We do understand that this limitation for customization may not be super "Breezy" for you, but feel free to submit it as a feature request! Submitting Feature Requests

    Please let us know if there's anything else that we can do to serve you!

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  • I am using the code [pledges_summary:amount:campaign-nnnn] to put the amount each person has paid toward their pledge for the current fiscal year. The code works well, but this is how it looks:

    As of September 30, 2019, you have paid
    $240.00 of $1,440.00
    pledged for the current fiscal year.

    How can I get this all on one line?

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  • We would like to email statements of contributions to given pledge campaigns. While each covers a given church fiscal year (July-June), members may pre-pay pledges up to 2-3 years in advance. Can we customize a statement to cover a longer time period but report on only ONE fund?

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  • Emily W, I feel like you missed the point of Elizabeth's question. Well, if not, then I have a couple of related questions.

    thought that that Emily was suggesting something similar to what I was going to suggest: that the column headers in the itemized list be set out somehow, either bold, or underlined, something like that. It would make the table easier to read. The explanation above makes it sound like you might be able to do something like:

    [itemized:date:fund:amount]

    but when I tried that Breeze totally didn't recognize those as valid fields.

    Also, as far as I can tell, you can't control the font that's used, and it sure looks like the font for the generated sections is different from user-supplied text. For example, "Thank you for your contribution of [amount] that [church_name] received..." uses a slightly different font (or size?) for the inserted values. If that's something I did inadvertently, I don't know what or how to reverse it.

    And then, one other thing that would be handy would be a way to adjust column widths in [itemized].

    I guess, though, that all of this should go as a feature request.

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  • Hi,

    We are finding the formatting of the statements a little confusing.  Is there a way to bold column headings or change spacing when generating statements using the mail merge commands (e.g., pledges_summary and itemize) ?  It would be useful to be able to format the resulting statement so that our parishioners can easily read and interpret the information, especially since they have not seen this kind of print out from the church before.

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  • @suzanne From my observation, Breeze will only count contributions toward a pledge when they're made in the date range of the pledge. Yes, it sure would be nice if contributions made before or after the official pledge period counted toward the pledge. I ran up against this myself.

    I get around this by setting the start date of a pledge (or all in the campaign) early enough to catch those early payments. Of course, that completely messes up pledges recorded as "$x/week" (or month, or...). Since the pledge lifetime becomes longer, it "enhances" the total pledge amount. Not what you want. It also means the pledge description in your statements would be off. I revert to just recording as a total amount, but that's suboptimal.

    I guess what we'd really want is some kind of configuration like "campaign runs from A to B, but accept contributions between Y and Z," where Y and Z cover at least A to B.

    The complication would come if you had two campaigns that applied to the same fund, for example if both your 2019 campaign and 2020 campaign referenced "Annual Budget." If any of the dates above overlapped, which campaign would you use for the ambiguous dates? (We solve that by using different funds for each year, like 2019 Budget, 2020 Budget, etc. That way a giver can explicitly say this is a pre-pay for next year, or a catch-up for an underpay last year.)

    I'd considered doing a feature request for this, and now that I've seen someone else has experienced the same thing, maybe I will,

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