Separate Thank yous and tax letters

Rachel Blanchard

Hello! Does anyone send thank you letters SEPARATE from the tax letters? I know that typically the thank you letter will have something on it that speaks to the tax information, but what my boss would like to do is this: he'd would like to send lovely heart warming thank you letters quickly after each gift is made. The letter would be personal and let them know how their money is being spent. THEN, he'd like to create a seperate end of year tax letter that would be sent out each January and will detail all gifts that the constituent has made for us throughout that year. Is this possible to do? I'm pretty new to all of this, and so my understanding is that when the acknowledgement letter is sent, "Not Acknowledged" switches to "Acknowledged" and then I won't be able to send a another letter unless I manually switch it back to Not Acknowledged. We'd like to be able to track in RE when the acknowledgement was sent, but then also when the tax letter is sent. If anyone does this or something similar, would you share your process and/or any advice?

JoAnn Strommen

If you choose to do it this way, just run the receipts through Mail > Receipts.  Records will currently be "Not Receipted" and when you run them through receipt process in January the field will change to "Receipted."  No need to change the Acknowledged field.

Kylea Johnson

This process wouldn't work for my org as we use the receipt #'s generated by RE to reconcile gifts with accounting each week. Could be different for you guys but that's my two cents!

Jen Claudy

I would do it like JoAnn suggested.  Use Acknowledge for your thank you letters and then Receipt for your year-end statements.  If all else fails, run your year-end statements with an Export and a Mail Merge from Excel to Word...or you could globally change the Acknowledge Field back to Not Acknowledged if you have to.

Claudia Sauers

Our org. does something similar, we used acknowledgments immediately after the gift is made and the gift is then marked as acknowledged, then in January we use the annual statement report to issue comprehensive tax receipts for the year. Since that report does not leave a function for marking as sent, we globally add an action for each person receiving the year end statement. 

Beth Romano

Rachel Blanchard:

Hello! Does anyone send thank you letters SEPARATE from the tax letters? I know that typically the thank you letter will have something on it that speaks to the tax information, but what my boss would like to do is this: he'd would like to send lovely heart warming thank you letters quickly after each gift is made. The letter would be personal and let them know how their money is being spent. THEN, he'd like to create a seperate end of year tax letter that would be sent out each January and will detail all gifts that the constituent has made for us throughout that year. Is this possible to do? I'm pretty new to all of this, and so my understanding is that when the acknowledgement letter is sent, "Not Acknowledged" switches to "Acknowledged" and then I won't be able to send a another letter unless I manually switch it back to Not Acknowledged. We'd like to be able to track in RE when the acknowledgement was sent, but then also when the tax letter is sent. If anyone does this or something similar, would you share your process and/or any advice?

In January we create an list of all those who donated during the previous calendar year using Fund ID's, we then export those gifts into a crystal report that gives them the gift total and receipt value if applied to the gift.