stop printing individual tax receipts and ONLY send an end-of-year summary

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Alicia Valtierra
Alicia Valtierra
Fourth Anniversary 10 Comments Name Dropper 5 Likes
in Blackbaud Raiser's Edge NXT®: General Discussion

Hi! I have a constituent that makes monthly donations, sometimes multiple per month donations. They called and expressed that receiving a tax receipt for every donation was a little much and would rather we save the paper (and money) and just send him one receipt at the end of the year. Still new to RE (my company is NOT using NXT) – is there a way to program to not print tax receipts every time he donates to hold off until the end of the year?

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  • Ray Bergman
    Ray Bergman
    1,500 Likes Sixth Anniversary 100 Comments Photogenic

    Moving this topic to the RE community for better visibility.

  • Rachel Cavalier
    Rachel Cavalier Community All-Star
    Seventh Anniversary 500 Likes 500 Comments Name Dropper

    I feel like consolidated receipts might be what you are looking for, but I don't have any experience with using them myself.

  • Mara Weber
    Mara Weber
    Seventh Anniversary 10 Comments Photogenic Name Dropper

    Alicia, I had posted a long explanation, but am not sure where it went and so I will try again. At our organization, we would typically select Do Not Receipt within the gift record, and make an Annotation noting that the constituent requests only one annual tax receipt. In January, I create a query that searches for these constituents so that I can export their data and print the receipts and mail to them. Others here may also make note of this--sometimes in the Actions tab under Mail Reminder, or else even in the Notes tab so I have to be careful and search all possibilities. Most of our donors just automatically receive a tax receipt with their gift acknowledgement each time they give a certain $ amount+, but if they ONLY want the one receipt at the end of the year, I would make an automatic annotation so that when whomever goes to add a new gift, they will see and make the gift a Do Not Receipt. Hope this makes sense!

  • JoAnn Strommen
    JoAnn Strommen Community All-Star
    Ancient Membership 2,500 Likes 2500 Comments Photogenic

    Consolidated receipt option is designed for exactly this. I've used for all monthly donors and payroll donors. It's on bio 2 tab.

    Just be aware that if you do run a receipt for someone coded for consolidated receipts it will ‘receipt’ all gifts on the record in that one receipt. Also, it does not work well if you are using conditional merge for receipts. Gifts will get marked as receipted but you will not have a letter as RE doesn't know which letter to use if it is trying to receipt multiple gifts for one person.

    Our workaround is that those frequent gifts are marked as ‘do not receipt’. Then at year end I do a global change to ‘not receipted’ and process the consolidated receipt. If more detail is needed at year end I can include an annual statement report.

  • Faith Murray
    Faith Murray
    Ninth Anniversary 2,500 Likes 1000 Comments Photogenic

    Hmm, we use a different process altogether. We include a solicit code “Tax” on anyone needing a year-end donations summary (tax substantiation letter). Then we pull by query and link to the Annual Statement Report under Reports - Financial Reports. You can design however you like with font, header, etc.

    This way you can still send a summary statement even to people who have had individual gifts receipted already, without having to change receipt status.

  • Lisa Theurer
    Lisa Theurer
    Ninth Anniversary Photogenic First Comment Loyalty Badge

    We only print receipts when we receive paper checks or if the gift is $250+. We also include an envelope for their convenience for their next gift. We open mail and group by type, so it's easy to change the default to “do not receipt” for those that don't use the envelope.

    We don't mail receipts for bill pays, credit card or recurring gifts until December. All of our receipts include the annual total, so we print receipts for every gift in December, and we also print receipts when people discontinue a recurring gift. That way, if they decide to start giving again, we have made it convenient for them, and they have a receipt with their permanent records with the annual total in case they choose to not give again.

  • Rachel Solomon
    Rachel Solomon
    Seventh Anniversary First Comment Activity: First Reply Blackbaud Certified
    For a few years I was using a work-around for this, but I finally have a good solution that I used in 2020. Happy to share details if you want to send me an email: rachel.solomon@novascotia.ca
  • Cheryl Haimann
    Cheryl Haimann
    Tenth Anniversary 10 Comments 25 Likes Photogenic

    We exclude donors from thank you letters with a Constituent Attribute. Our tax language is part of our letterhead, so we only send a thank you letter.

    We have an Attribute Category “No Thank You” and Description “Yes”. In the Donor Acknowledgement Letters mail merge, we exclude that attribute on tab 5: Attributes.

    I've not done Receipts mail merge, but it looks like the Attributes functionality is there as well.

    All of our Year End Statements are opt-in, and we track those with a Solicit Code.

  • Heather Pauli
    Heather Pauli
    Eighth Anniversary 100 Likes 10 Comments Photogenic

    We also use a Solicit Code for Acknowledgments-Year End Only to track these constituents. Additionally, under the constituent record Attributes tab, we have End of Year Tax Statement as a drop-down option. In January, once all the prior year gifts have been entered, we then query for those constituents who have that Attribute and Solicit Code so we can mail them the requested yearly statement.

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