This article will walk you through creating a statement run, sending statement links via email and text, and printing statements for mailing. The final section will show you how to mark your statement run complete after sending statements. We recommend that you review your statement configuration settings before starting this process.
Creating a statement run
Login to the V2 admin portal and navigate to Finance tab > Statements menu > Click the Statements link
Click the Create a statement run button
In the Description text box, type a description for this run of statements
In the Statement Period section, click the radio button for the option you need (full year or date range)
For a full year: type in the year for the statements you wish to run
For a date range: select start and end date for the statements you wish to run
Click the Create Run button
Your screen will update to show that statistics are being generated for your statement run
Periodically refresh your browser page until the statement run details page is available
You are now ready to start sending statements!
Sending statements
The statement run details page provides you with a lot of information. (Refer to image above)
In the top right-hand corner of the page, you will see a status for this run. The status will remain In Progress until you complete the statement tasks and mark the run as Complete.
Below that, you will see the description and date range for this statement run. You have the option to change the description by clicking the Change run description link
In the Summary section, you will see a list of recipient groups and the number of statements sendable by that method:
Sendable by email: recipient has an email address on their profile
Sendable by text: recipient does not have an email address, but does have a mobile number login
Mailable: recipient does not have an email address or mobile number login but does have a mailing address. Organizations with a mailing address are also included in this group.
Not sendable: any recipient that does not fall in one of the other groups
Sending email statements
Click the Get started on the email button in the Email Statements section
In this section, you can do the following:
Download the list of email recipients into a spreadsheet
Click the Download list link
Edit the email template
Click the Edit email button in the bottom left-hand corner
Make your changes
Click Save when finished editing
Please Note: when editing the email template, there are a limited number of tokens that can be used (options shown in the image below)
Send a test email to any address to review the message before sending
Click the Send a test email > button in the bottom right-hand corner
Type the email address to receive the test message in the email address box
Click Send the test email >
Please note: The link in the test email is not tied to an actual statement. The link should take you to your statement page on your website. If you click the download button on the statement page, you will receive an error message. This is expected behavior. The links that are created for each recipient when the statements are generated will provide the donor statement when they click on the download button.
Send the statements by email to the recipients on the list
Click the Send the statement emails > button, also in the bottom right-hand corner
Once the emails are sending, this section changes to provide the following information
Metrics for number of emails sent, number of statements downloaded, and number of statements remaining to be downloaded
A refresh link to update the metrics
A link to download the recipient list with tracking information
A button to send a reminder email to those recipients who have not downloaded their statement. Please Note: this sends the same email that was originally sent
Sending text statements
Click the Get started on the text button in the Text Statements section
In this section, you can do the following:
Download the list of text recipients into a spreadsheet
Click the Download list link
Edit the text template
Click the Edit text button in the bottom left-hand corner
Make your changes
Click Save when finished editing
Please Note: when editing the text template, there are a limited number of tokens that can be used (options shown in the image below)
Send a test text to any mobile number to review the message before sending
Click the Send a test text > button in the bottom right-hand corner
Type the mobile number to receive the test text message in the number box
Click Send the test text >
Send the statements by text to the recipients on the list
Click the Send the statement texts > button, also in the bottom right-hand corner
Once the texts are sending, this section changes to provide the following information
Metrics for number of texts sent, number of statements downloaded, and number of statements remaining to be downloaded
A refresh link to update the metrics
A link to download the recipient list with tracking information
A button to send a reminder text to those recipients who have not downloaded their statement. Please Note: this sends the same text that was originally sent
Printing and mailing statements
Click the Get started printing button in the Print & Mail Statements section
In this section, you can do the following:
Download the list of all recipients (Individuals and Organizations) into a spreadsheet
Click the Download list link
Add email and text recipients to the mailable list
Click the Include statements sent by email or text checkbox
Select either those recipients who have not downloaded their statement or all recipients on the email and text lists
Click the Save these to their own file checkbox to save the email and text recipients to a separate file. If unchecked, they will be included in the mailable individual statements file.
Choose your separator page and sort options
Click the Generate statements > button to create the print & mail statements file(s)
While the statements are generating, this section will change to reflect the following
When the statements are ready, this section updates so you can
Download the individual statements
Download the organization statements
Download the email/text statements (if you selected to include them for Print & Mail)
Download the not sendable statements
Download the recipient list with details
Go back to the generate page
Completing a statement run
When you have finished sending email/text statements and you have printed the statement lists from the Print & Mail Statements section, you can mark the statement run as complete by clicking the Mark Complete button in the bottom right-hand corner of the statement details page
If you need to perform additional work with a statement run that is marked complete, you can re-open the run by clicking the Change back to In Progress button
