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Closing the Year in Contributions

You can close the year in ACS.

In ACS 11.0 and above, you do not have to close the year. However, you can summarize your contributions data at any time during the year.

If you receive any contributions after December 31st, the envelope must be postmarked on or before December 31st for the contributor to receive credit in the current year for tax purposes.

Summarizing data creates a single summary transaction for each contributor's gifts during the year that you summarize. The yearly summary transaction displays each fund the contributor gave to, the amount given, and the pledge status. The summary transaction has a post date of the last day of the contributions year, and all individual transactions for that year are deleted in ACS.

Summarizing transactions improves ACS performance, because these summarized transactions purge detail, making inquiries, statements, and reports faster.

You can summarize Contributions data at any time during the year. When you summarize data, you can also change a contributor's record type to None for deactivated contributors who have no gifts or pledges for any year.

  1. Under Manage Records, click the Tasks tab.
  2. In the drop-down list, select Contributions Summarize Data and click Go .
  3. In the Summarize Through drop-down list, select the year you want to summarize transactions through. This creates summary transactions for the selected year and the years before that year.
  4. Click Begin.
  5. When the confirmation message displays, click OK.