Donor Statements - Big Red Consulting



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Non-Profit Donor Statements – QB Online

Introduction

Thank you for using the Non-Profit Donor Statements add-in.

We’ve written this document to ensure you have a smooth start when using the add-in, to provide both an overview as well as detailed instructions, and to address frequently asked questions.

For best results, we recommend printing this document for easy reference and then reviewing it completely.

The Donor Statements add-in works within Excel as an Excel Add-In. It creates a special Ribbon tab to access its features (or a menu in older Excel versions), which is used to create donor statements.

It uses the data from several reports exported from QuickBooks to create letter-style statements in Excel. You can print paper statements for mailing or email them directly to your donors (when also using our Excel Email Manager add-in.)

Please note:

QuickBooks Online is a registered trademark of Intuit, Inc.

MS Excel is a registered trademark of Microsoft, Inc.

The Non-Profit Donor Statements and this document are copyrighted by Big Red Consulting.

Table of Contents

Quick start Overview 3

Getting ready to create statements 3

Creating statements 4

Creating & Exporting QuickBooks Reports 4

Create your Reports 4

Run your Reports 8

Creating Statements - Selecting the Reports 8

Creating Statements – Custom Settings 9

Customizing your statements 9

Accounts 9

Items 10

Donors 10

Contribution tables 11

Logo and Signature 12

Align Addresses 13

Message 14

Fonts 14

Filters 15

Email 15

Options & Create 16

Refining your Statement Options 17

Custom Text messages 17

Custom Text 17

Text Formatting 17

Mail Merge Key Words 18

Conditional text 19

Use First 20

Aligning statement data 21

Printing statements 22

Creating a mail merge summary table 22

Using the Excel Email Manager with the Donor Statements add-in 23

Mail Merge Table 23

Direct Statement Email 24

Housekeeping - Installing & Purchasing the Donor Statements 25

Install the add-in 25

Load the App as an Excel add-in 25

Trial Period 25

Purchase & Enter your primary product key 25

Moving to a new computer 26

FAQs 27

Troubleshooting 27

Appearance of Statements 27

Example Statement 28

Quick start Overview

To create donor statements, you’ll first create several reports in QuickBooks Online and then export them. Then from withing Excel, you’ll use the Donor Statements to create your statements.

In Excel, the Donor Statements custom Ribbon tab looks like this:

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The features are orgainized in order from left to right in the order you might use them:

• Documentation: A link to these instructions and one to submit a support request.

• Main Features: Create statements and/or a special mail merge table, perhaps for use with Word.

• Printing Features: Shortcuts to Excel’s Preview and standard printing features and the Custom/Duplex printing feature just for statements.

• Utilitiy sections to export/import your settings, to purchase and enter your product key, and a display of your current build, your primary key, and the Excel version you’re using.

When creating statements, you will first create and export several reports from QuickBooks. The Donor Statements will then process them and then you’ll be presented with a window that offers options & settings to help you create statements to suit your needs. Once configured, statements are created using your custom settings.

If needed, you can create statements over and over, each time refining your settings, without reprocessing the QuickBooks reports. You can do this until your statements are just the way you like them.

Once they’re right, you can either print or email them. If printing, you can use the special Custom/Duplex print feature to save paper.

Getting ready to create statements

What do you need to create statements? Here’s a rundown:

1. Your donation data is entered in QuickBooks in a way the Donor Statements will recognize it. Basically, this either using sales forms like Sales Receipts and Invoices or directly as Deposits.

2. If emailing statements, Excel Email Manager (offered on our site) is installed and configured.

3. If printing statements, we recommend using windowed envelopes (which is optional.)

The add-in is designed to create statements that can be tri-folded and stuffed into #10 windowed envelopes, so no labels or manual addressing is required. This reduces the time spent matching the labels to statements and eliminates the possibility of sending statements to the wrong donors.

Creating statements

The process to create statements can be divided into two steps: Creating and processing the special QuickBooks reports and then in Excel creating the statements from those reports.

This Donor Statements tool uses the donation data included on several reports created in QuickBooks and creates a new Excel workbook with your data, reformatted on several worksheets. From that data then creates your donor statements. Use the following instructions to create and export the QuickBooks reports.

Creating & Exporting QuickBooks Reports

Use the instructions below to create, save, and then export reports to use with the Donor Statements tool. There are three required reports and one optional report.

Create your Reports

Three reports are required: An Account List, Customer/Donor Contact List, and the Transaction Detail by Account report. A fourth report, the Customer Balance Summary is optional.

Follow these steps carefully! This is a one-time process, and the filters and columns you enable are very important, especially for the Transaction report. If required columns are missing, the Donor Statements app will notify you and statements will not be created.

Account List

To create and save your Account list:

- Start at Reports in the left navigation bar and locate and run the Account List report.

Most users see this report under the For My Accountant reports section. You can also search for this and the other reports by name.

- Click Customize and then Filter.

- Next to the Deleted option, pick All and then Run Report.

- Click Save Customization.

- As you save the report, add a Group called “Donor Reports” or a similar name and then save the report in the group.

Your report must have columns with these names:

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Customer/Donor Contact List

To create and save your Customer Contact list:

- Start at Reports in the left navigation bar and then locate and run the Customer Contact List report, which may also be called the Donor Contact List. You can also search for the report by name.

- Click Customize and then Filter.

o Next to the Deleted option, pick All

- Click Rows/Columns and then Change columns.

o Optional - Remove the following unused columns:

▪ Phone Numbers

▪ Billing Address

▪ Shipping Address fields

o Required - Add at least the following columns - but you can add more if desired:

▪ Company Name

▪ Customer Type or Donor Type

▪ Billing Street, City, State, and Zip, and Country

▪ Last Name, First Name

- Run the report.

- Click Save Customization.

- As you save the report, select the Group you created when saving the Account List report.

Your report must have columns with these names:

Where:

- “Customer” may be titled “Donor” (Non-Profit Edition)

- “Customer Type” may be titled “Donor Type” (Non-Profit Edition)

- “Billing State” may be titled “Billing Province” (Canada)

- “Billing ZIP” may be titled “Billing Postal Code” (Canada)

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Transaction Detail by Account

You’ll usually create one Transaction Detail by Account report for the entire statement period. However, you can optionally create up to three reports for the statement period if needed. This is useful if you have too much data in the statement period for QuickBooks to handle on one report. If you create more than one transaction report, all the reports must all have the same set of columns. Also, be sure that the date ranges do not overlap!

To create and save a Transaction Detail report:

- Start at Reports in the left navigation bar and then locate and run the Transaction Detail by Account report. Most users see this report under the For My Accountant reports section.

- Click Customize

o Select Cash Basis – very important if you use invoices!

- Click Filter

o Set the Transaction Type filter by picking Invoice (or Pledge), Payment, Deposit, Sales Receipt, and Credit Memo.

o Optionally, you may also select Journal Entry.

Note: If you don’t use AR Invoices and Payments for donations then you can omit those transaction types for a smaller report. Similarly, if you never record donation income directly on deposits they can be omitted.

- Click Rows/Columns

o Choose Group by and pick None

o Click Change columns.

▪ Optional - Remove the following unused columns:

• Adj, Name, Split, Amount, Balance

▪ Required - Add at least the following required columns:

• Customer (or Donor)

• Product/Service

• Account

• Payment Method

• Open Balance

• Debit

• Credit

▪ Optional – Add

• Qty

• Rate

• Other columns as desired!!

- Run the report.

- Click Save Customization.

- As you save the report, select the Group you created.

Your report must have columns with these names:

Where:

- “Num” may be titled “#” (Canada)

- “Customer” may be titled “Donor” (Non-Profit Edition)

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Customer Balance Summary

Use this optional report if you want to include a reminder to your donors of their account balance, which presumably is due to unpaid pledge invoices you’ve created in QuickBooks. Including this report will make the field [Customer Account Balance] available as a mail merge value for your statements.

- Start at Reports in the left navigation bar, then pick All Reports and then under Who Owes You and run the Customer Balance Summary report.

- This report doesn’t need any customization.

- Click Save Customization.

- As you save the report, select the Group you created.

Run your Reports

To run your saved, start at Reports and then click Custom Reports.

Locate the group that contains the report you saved.

Run the Account List report.

Once the report displays, click the Export icon at the top of the report next to the Printer icon, and then choose Export to Excel.

Report Location: We recommend creating a folder for your reports (and just the reports) in your Documents folder. Perhaps name it Donor Reports or similar.

Save the report in the folder created for it.

Customer Contact and Customer Balance Summary reports.

Repeat this process above for these reports.

Run the Transaction Detail by Account report.

Confirm that date range is correct. Then export it to Excel as you did the other reports.

If creating more than one Transaction Detail be sure to give each report a different name as you save it.

Creating Statements - Selecting the Reports

To start the process to create statements, choose “Create giving statements” from the Ribbon or menu.

A window will appear where you can select your saved report files.

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Select your report files and click Import Data to continue to the next step.

Creating Statements – Custom Settings

Customizing your statements

After your reports are imported, you will be presented with another window that contains the filters and other options you can select from in order to customize your statements. There are quite a few settings that have been added to meet various needs. In many cases you either won’t need them for your needs or the default settings will work.

Settings can be separated into two types: Filters and appearance settings.

• Filters work together to select from your data only the reportable donations.

• Appearance settings let you set the text to include on your statements, the fonts to use, a logo and signature, columns to include on your detail tables a well as other settings.

Each tab of the Create Donor Statements window is covered below…

Accounts

Select the accounts that you use for donations. This filter can help you include donations and also exclude transactions that shouldn’t be reported, that use non-donation accounts, For example sales of goods or services.

Note the data used in these screenshots is from the QuickBooks Online sample file, which is not a non-profit file and so the accounts don’t look typical for a non-profit.

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Items

Optionally, you may also filter by Item.

Filters are cumulative and work together to select (and to exclude) data. So, as with the Other Filters, if you set the Items filter it further excludes data.

This means you can accidently exclude all of your data by selecting contrary filters. For example, if you pick one donation account to include and then pick only items that don’t use that account, then all of your data will be excluded.

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Donors

Select All Donors (the default) or, select specific donors. You can manually select donors one at a time and also “auto-select” them based on properties like the customer sub-type. You can also auto-select based on email address (has and doesn’t have), which is helpful when emailing statements, because you can then run a batch of statements for customer without an email (to print) and then another batch with email address (to email.)

Use the Name detail level option to create individual statement per Customer:Job or one statement for a customer with multiple Jobs.

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Contribution tables

There are three options for contribution/donation tables: A summary table, a detail table, and no table at all.

Summary Table

The Summary table offers two options, to combine donations on the same date and for the date format. It creates a table of donations, in a grid that will look something like this:

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Detail Table

The most commonly used option is a detail table. It offers many options including the columns of data to show, an option to subtotal the data by most any field, to add a total to the table, and to repeat the table titles when there is enough detail to cause the table to use more than one page.

You can show any of the available columns from your QuickBooks reports that are included on the Data worksheet created when the Donor Statements processes your QuickBooks reports. The add-in defaults to a set of columns the first time you use it, and you can change them as desired.

When you subtotal, the donation data is automatically sorted and grouped by the subtotal field and amount columns are subtotaled.

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Logo and Signature

Specify logo and signature image files to be included on your statements.

The logo can be positioned at the top of each statement on the left, center, or right. The signature will appear as part of the closing paragraph field (or fields if it appears in the middle of that field’s text as seen above.)

Use the Auto-fit options to shrink the images, where appropriate, to fit well on the statements.

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Align Addresses

Align the company and donor address fields so they’ll fit properly in windows #10 envelopes.

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Message

Include custom text on your statements, which can include auto-replace key words that work like mail merge fields, customizing the statement text for each donor. They’re specified in these fields using [brackets], like the [Salutation] and [Total Gift] fields below. Details for this feature are covered later in this document.

The footer text can be included within Excel’s footer (recommended) on the excel worksheet just after the closing paragraph.

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Fonts

Set the font and font size used for various sections of your statements.

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Filters

Various filters include filtering by the total donation amount, the date filter, and even filtering by Class.

Additionally, you can exclude donors based on whether or not they have a complete mailing address and you can exclude 0.00 detail rows from your statements.

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Email

Choose to print or email your statements. Chose to create the statements within one workbook for printing, to email them using the Excel Email Manager, or to save each statement as a file (three types available), perhaps to email them manually.

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Options & Create

Set various other options for your statements, including statement sorting, numbering statements, including the statement date, setting the margins, and other options. And then (finally!) click Create Statements.

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Refining your Statement Options

After creating statements and reviewing the results, you can re-create statements using the reports data already processed or you can export it from QuickBooks again and reprocess it, perhaps for a different date range or after updating QuickBooks data.

To create statements with data already processed, make a statement workbook the active workbook and then start the process to create statements. Use the Skip button to bypass processing the data again.

Custom Text messages

The Donor Statements includes four powerful custom text fields you may include on your donation statements. These are the Opening Paragraph(s), Closing Paragraph(s), the Footer, and when emailing statements, the email Body field. In these fields, you can specify custom text, custom text formatting, “mail merge” fields, and also conditional text based on mail merge fields.

Custom Text

The custom text fields have default values which you can change to suit. In addition to regular text, you can modify format the text, add special mail merge fields in [brackets], and make sections of text conditional.

Text Formatting

Format text within these fields using three html-like code pairs that surround the target text: Use them to bold, underline, and italicize portions of your text messages. Use these keywords:

• To bold text, use and

• To underline, use and

• To italicize, use and

For example, if you specify a sentence like this:

I like to include bolded, underlined, and italicized text from time to time on my statements!

It will appear on your statements like this:

I like to include bolded, underlined, and italicized text from time to time on my statements!

If you use , , or and don’t include the closing , , or , then the rest of the text will be formatted accordingly.

Mail Merge Key Words

Mail merge fields use keywords that are surrounded with square brackets. When you use them, the field is replaced with the value appropriate for each donor based on your QuickBooks data. For example, if you enter [Name] as part of your text field, [Name] will be replaced on each statement with that donor’s actual name.

Mail Merge key words

There are two types of keywords.

First, most every data field/column from the QuickBooks data can be used as a key word. The best columns to use are those related to the donor and not the donations. This is because the value from the first row of data found for each donor becomes the replacement value. For example, in the data the donor’s [Name] will always be the same, but fields like [Account] or [Class] can vary per donation.

Second, there is a list of special calculated fields that can be used.

Calculated Mail Merge Fields - Use any of these keywords in your text.

|Name |Meaning |

|[Salutation] |This special field derived from your data. It uses the ‘best-guess’ for a salutation by gleaning data from several|

| |available fields. The first found non-empty value is used, from these columns on the Data worksheet: |

| |The First Name and Last Name fields. If the first name field has a value, they are both used. E.g. “Robert” or |

| |“Robert Smith” |

| |The Full Name field. If the first name is empty but the last name is used. E.g. “Mr Smith. |

| |The Donor Company Name field. If there is no personal name information, presumably the donor is a company. |

| |The Transaction Name. Last resort, if all other fields are empty. If the name is a Customer:Job, then the Job |

| |name is used. |

|[First Last] |The Donor’s First and Last name fields combined. |

|[Addressed To] |The same as the first row of the address. |

|[Name] |The Transaction Name |

|[Start Date] |The From date as entered in the create statements window. |

|[End Date] |The To date as entered in the create statements window. |

|[Total Gift] |The total amount of the donations for the period of the Start Date and End Date. |

|[Total Open Balance] |The customer/donor balance, available if you use the optional customer balance summary report. |

|[Company Name] |The (your) charity’s legal name. |

|[Company ID] |Your charity’s Federal Tax ID. |

|[Any Column Name] |Replace Any Column Name with a column title from Data worksheet. |

Conditional text

The conditional text feature works with mail merge fields. It allows you to make parts of your text message fields display on statements if all of the mail merge fields within the conditional text sections return non-empty values, or non-zero values for amount fields.

To specify conditional text, surround the target text with the tags and .

For example:

Thanks for your pledge, which has a balance of [Total Open Balance].

If the Total Open Balance is 0.00, then the entire section of text is omitted.

If the conditional text stands alone as its own paragraph, then for best formatting you may want to put the tags on the preceding or following rows. This will avoid a large empty space on the resulting statement.

Examples:

This text will result in three blank rows between paragraphs if the open balance is 0.00:

Thank you so much for your total donation of [Total Gift].

Also, thank you for your pledge, which has a balance of [Total Open Balance].

We look forward to your continued patronage.

This text will result in one blank row between paragraphs:

Thank you so much for your total donation of [Total Gift].

Also, thank you for your pledge, which has a balance of [Total Open Balance].

We look forward to your continued patronage.

This text will result in one paragraph, if the open balance is 0.00 and three paragraphs if it is not:

Thank you so much for your total donation of [Total Gift].

Also, thank you for your pledge, which has a balance of [Total Open Balance].

We look forward to your continued patronage.

This text will result in one paragraph, both if the open balance is 0.00 and if it is not:

Thank you so much for your total donation of [Total Gift]. Also, thank you for your pledge, which has a balance of [Total Open Balance]. We look forward to your continued patronage.

Notes:

-If there is no [keyword] between the conditional tags, the text will always remain.

-If there are two or more key words between the conditional tags, then if any of them are blank, all of the text is removed.

- If an opening tag is not followed by a closing tag, and there are no closing tags there is no effect on the text. If there are multiple opening tags followed by a closing tag, the first opening and first closing tag are paired and all the text between is considered together and omitted together.

Use First

The Use First feature allows you to list two or more mail merge fields in a row and include only the first non-empty (or non-zero) value on your statements.

It was primarily added to help customers with the with statement salutations, to override the default [Salutation] key word field, described in the mail merge field table above.

The [Salutation] uses a specific logical order, but that may not suit your case. For example, it always starts by trying to use “addressed to” name. If that fails, it uses the donor’s first and last name, which might seem too formal.

Using the Use First feature you can control how your salutation (or other text) appears.

To specify a sequence of Use First key words, surround the target text with the tags and .

For example:

Dear [First] [Donor Company] [Contact] [Salutation],

Using the example above, if the donor record has a first name, it will be used. If not, then if the donor has a Company Name it will be used, and then if they have a Contact name it will be used. And then finally if all of those fields are blank the standard Salutation code will pick from the remaining possible best matches.

Note that the resulting text is ‘managed’:

- Spaces are inserted before and after key word results.

- Double spaces are removed.

- A single space character - if used - after or before is retained.

This means that the following text in your message fields will have the same results on your statements:

[First][Donor Company][Contact][Salutation]

[First] [Donor Company] [Contact] [Salutation]

[First] [Donor Company] [Contact] [Salutation]

[First] [Donor Company] [Contact] [Salutation]

And also, that the following text will have different results:

[First][Donor Company][Contact][Salutation]

[First][Donor Company][Contact][Salutation]

You my use the and features together in the same text fields and in the same part of the text.

Aligning statement data

The Donor Statements add-in can be used to print or email statements. When printing, it is intended to create statements which can be tri-folded and stuffed into windowed #10 envelopes, so you don’t need to manually address your donation statements or even print and affix mailing labels.

To fine-tune alignment settings, we suggest creating a trial run where you print one statement from those created. To do this, first create statements as usual. Then print just the first page and Z-fold it, and check it for alignment with your windowed envelope stock. If needed, change settings then re-create statements and try again.

Custom Alignment Settings

Note that adjustments impact statements about to be created, not any exiting statement worksheets.

Intro Gap

This is the vertical space between the donor address and the intro paragraph text. The setting is found on the Message tab.

Align Address

This tab lets you move both your company address and donor addresses left or right, and up and down to match your windows envelopes.

Margins

After making the adjustments above, if your address fields don’t align, also try making adjustments to your statements using the Margins section on the Options & Create tab of the create statements interview.

Printing statements

When printing statements, you can use Excel’s standard print functionality. You can also use the special Custom/Duplex print feature we’ve built just for statements.

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Creating a mail merge summary table

In addition to creating statements directly in Excel, you can also create a mail-merge summary table for use outside of Excel.

This option is suitable for creating mailing labels or statements for your customers in another application such as MS Word, and for uses as a data source for other needs.

To start the process to create a mail merge table, pick the option “Create mail merge table” from the custom Ribbon or menu.

The resulting interview to create your mail merge table is similar to the Create Statements wizard, asking only applicable questions. Some settings are shared with the Create Statements wizard.

The mail merge feature creates a new workbook containing a worksheet of data where each donor record occupies one row on the worksheet. It contains information such as the name and address, total giving for the matching accounts, and both HTML and text fields containing tables of donation data similar to those included in Excel-based statements.

Once this worksheet is created and saved, you can use it as a data source in MS Word to create mail merge letters or to email the data. See Word’s documentation for steps to use its mail merge features.

When you install the Donor Statements tool, an example Word doc that matches the mail merge data is also installed. It is named “Donations Mail Merge Template”. Using MS Word, you can use it as a starting point for your mail merge process.

Using the Excel Email Manager with the Donor Statements add-in

The Excel Email Manager can be used two ways with the Donor Statements tool.

- It can process data produced using the mail merge table option.

- Second, and most useful, it can email statements directly to your donors.

Using these options, you can create annual statements for Donors that include thank you messages as well as a table of each Donor’s giving history for the period.

We recommend using the latest release of the Excel Email Manager, available from our site.

Mail Merge Table

To use the Excel Email Manager with the Donor Statements tool, get the latest build of the Excel Email Manager from our site and then use the option from the Donor Statements menu to create a mail-merge table. When you do so, a worksheet that will work with the Excel Email Manager is created. It includes customer names and email addresses as well as several special fields that include each Donor’s detailed history for the period.

Most of the fields are self-explanatory and you can use instructions in the Excel Email manager’s documentation to use them as email merge fields. These include fields like Salutation and first and last names.

Several fields are special. These contain the detailed donation history for each Donor based on the data from QuickBooks and the accounts and data field selected in the interview.

donation_details_HTML – This field contains an HTML table of the Donor’s detailed history, similar to what appears when you create statements to print. If you include the field in your HTML email body description, you’ll see a formatted table when you review the email in an email program or web service.

pledge_details_HTML – This field contains an HTML table of the Donor’s pledges, similar to what appears when you create statements to print. If you include the field in your HTML email body description, you’ll see a formatted table when you review the email in an email program or web service.

donation_details_TEXT – This field contains a text table of the Donor’s detailed history. It is useful for text email, which is not usually seen by customers unless you don’t setup an HTML email body or the customer has a text-only email reader.

pledge_details_TEXT – This field contains a text table of the Donor’s pledges. Similar to the field above, it is useful for text email, which is not usually seen by customers unless you don’t setup an HTML email body or the customer has a text-only email reader.

Direct Statement Email

You can also email statements directly, and they’ll look just they would if you printed them. Here’s how it works:

Set up

1. Install and configure the Excel Email Manager so you’re sure it’s working. Supply it with your email account information such as your user name and password as well as server address just as you might when setting up another email client. Then test sending email directly from the Excel Email Manager. Once it is working, then it is ready to be used with the Donor Statements add-in.

2. Start the process to create statements. Proceed to the Donors tab. If you are in trial mode, the tool will automatically email only those Donors with email addresses. Once registered, you can manually select donors, including an option to auto-select those with or without email addresses. You can use this to send email to one group of donors and mail statements to the rest who don’t have an email address.

3. Enable the option to email statements on the Email tab of the interview, where you can enter the subject and the body of the email, as well as the “From” name and address (which should match the email account set up in the Excel Email manager) and other options:

CC me: Check this box and you’ll receive a copy of each email sent to your donors.

Email statements to the “From” address…: This option replaces the destination address with the “from” address, so that you can send the statements directly to yourself, for reasons such as testing the process.

Understanding Attachments

When emailing, select one or more of the attachment options, and each donor’s statement will get the attachment types selected:

PDF: Creates a standard PDF file and attaches it. The PDF option is available with Excel 2007 or higher (older versions can not create PDF files automatically).

XPS: Creates a standard XPS file and attaches it. XPS is the format used by the Microsoft XPS Document Writer, and all or nearly all Windows machines come with this driver preinstalled, so Windows users should always be able to read this file format.

EXCEL: Creates an Excel workbook containing the donor’s statement.

Housekeeping - Installing & Purchasing the Donor Statements

This is an overview of various utility operations relating to using the Donor Statements Add-in.

Install the add-in

After running the installer, the installation is normally complete and there is nothing more to do.

Load the App as an Excel add-in

If for some reason the Donor Statements is not currently loaded, you may load it from within Excel manually. Once loaded, each time Excel starts the add-in will be available until you unload it. To load the add-in, first start Excel & make sure a workbook is open (one usually opens when you start Excel.)

Excel 2010 – 2019:

1. Select File, then Options from Excel's menu.

2. In the Options dialog, select Add-ins.

3. At the bottom of the add-ins pane, select Excel Add-ins and press Go.

4. When the Add-ins dialog opens, click Browse and navigate to the folder where you installed the add-in.

5. Select the *.xla file and then OK to close the dialogs.

Excel 2007:

1. Click the Microsoft Office Button and then click Excel Options.

2. Click Add-Ins and then in the Manage box select Excel Add-ins. Click Go.

3. In the Add-Ins available box, click Browse... and navigate to the folder where you installed this add-in.

4. Select the *.xla file & then OK to close the dialogs.

Excel 2000 to 2003:

1. In Excel choose Tools | Add-ins from Excel's menu.

2. Click Browse and then navigate to the folder to which you installed the add-in.

3. Select the *.xla file & Press OK to close the dialogs.

At this point, you should see this add-in listed in the Add-In dialog, with a checkmark next to it. Press OK to close the dialog, which will load the Add-In. Once it loads, you’ll see a new Ribbon tab or menu item in the Add-ins tab, or for older versions of Excel a menu to the right of Excel’s help menu.

Trial Period

The add-in will be in “trial” mode until you enter your primary product key. In trial mode, most features are available, but there are limitations to the number of statements that can be created.

Purchase & Enter your primary product key

To purchase the add-in, select About & Purchase from the custom ribbon in Excel. Click the Purchase button and you’ll be taken to our website to make your purchase. When you complete the purchase, we’ll send an email with your receipt and product key.

To enter your key, choose About & Purchase from the Ribbon and then add the key.

Moving to a new computer

To move to a new computer, the basic steps are to install the Donor Statements there and to copy your settings, including custom templates.

The best-practice steps are:

On the current computer

1. Click Export settings on the Donor Statements’ Ribbon tab. Create the file, noting the location. The default file name will be NONPROFNOTICEQBO_Settings.dat.

2. Copy the *.dat file to the new computer.

On the new computer

1. Install the Donor Statements. You can get the installer again from our site from this page: Get the Newest Product Build

2. Launch Excel and click Import Settings on the Donor Statements’ Ribbon tab and then locate and import the NONPROFNOTICEQBO_Settings.dat file.

FAQs

No statements are created

Make sure your ‘filters’ don’t exclude all of your donation data.

For example, make sure you select all the accounts used on donations, all the donors, and have not set a ‘floor’ amount to exclude small donations. Also, make sure the date range for the statements includes the dates of the data actually included on your QuickBooks reports.

Only three statements are created

Check to make sure the “Sample Mode” option on the Filters slide of the wizard is not selected. If it is, de-select it and try again.

Can I create statements again without connecting to QuickBooks?

Yes, with a workbook created by the add-in open, you can start the process to create statements and then use the “Skip” button to proceed.

I upgraded Excel and the add-in is gone

Each version of Excel has its own list of loaded add-ins. MS calls this a feature. So, when you upgrade excel, none of your custom add-ins will be loaded. The easiest fix to this is to rerun the installer. If you don’t have it, you can download it again from

Troubleshooting

There are two basic problem areas we’ll cover: Problems getting data from QuickBooks and problems with the creation of appearance of the statements when the connection is working fine.

Appearance of Statements

Fonts appear too small when printing

Fonts may appear smaller than usual when printing if the statement is so wide that Excel must scale it down to fit on the printed page (fit to one page wide.) To change this and reduce the statement width, try these tactics:

1. Make the table font smaller than the rest of the statement. Do this in the wizard as you create statements.

2. Make the text font for the paragraphs of text larger, while leaving the table font as-is.

3. Remove one or more columns from the data table in order to make it narrower.

4. For wide columns, when defining the columns in the interview, click the little gear button and force the column to be narrower by selecting a specific value from the list.

Example Statement

Many options are available to modify statements. This example includes commonly used columns and both donations and pledges:

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