Accounting Company Standard Statement Settings
An overview of standard statement setting fields and what they mean.
You can configure standard statement settings and other settings that affect statements on Accounting Company records. In the navigation menu, click .
- Default Congregation
- This enables the global filter on the Statements page. Leave this option blank except where the accounting company has only a single congregation or parish, which primarily applies to dioceses.
If you are a Diocese: Diocese have a one-to-one ratio of accounting companies to parishes. In this case — and only in this case — you can select the appropriate default congregation on the Accounting Company record.
If you are not a Diocese: Do not select a default congregation on the Accounting Company record.
Note: If you assign global filters to your accounting staff, you must also assign them the *Not Assigned global filter. Otherwise, they won't see any statements because statements are not assigned to a congregation for non-diocese churches. - Statement Cutoff Date
- Donors who authenticate online can see donations on their statements up through this date. This date also impacts donor standard statement reports.
- Statement Cutoff Automation
- To automatically update the statement cutoff date,s elect a value other than Manual. Options include:
- None/Manual: Someone on your staff must edit the Accounting Company record and manually change the statement cutoff date.
- Last Day of Last Month: On the 15th day of each month, the system updates the statement cutoff date to be the last day of the prior month.
- Last Day of Last Quarter: On the 15th day of January, April, July, and October, the system updates the statement cutoff date to the last day of the prior quarter.
- Last Day of Last Year: On the 15th day of January, the system updates the statement cutoff date to be the last day of the prior year.
- Pledge Campaign
- Donors with pledges to the pledge campaign identified here will see a pledge recap, including their pledge balance, in the top corner of donor statements. Only one pledge campaign displays on donor statements at a time.
- Alternate Pledge Campaign
- An additional pledge campaign for which a donor will see a pledge recap, including their pledge balance, in the top corner of donor statements.
- List Non Cash Gifts
- If set to Yes, donations will be listed on a statement even for payment types where the amount is not deductible, like non-cash or gift-in-kind.
- Statement Footer
- The legal language entered here displays at the bottom of donor statement reports. Generally, this contains the "no goods or services provided" IRS disclaimer.
- Statement Letter
- A note from senior leadership regarding finances that may display on a specific statement designed to print this content in-line, with the statement as a separate page.
- Standard Statement
- Set this to Donor Standard Statement. This determines the statement archive date and how the standard statement displays.
- Formal Salutation
- If set to Yes, the greeting displays above the address block of the donor statements using the donor's title and first name (rather than nickname).The amount of information that displays for the salutation depends on the information that's entered (or not entered) on the records in MinistryPlatform. This includes prefixes, genders, marital status, and household position. In order for the salutation to display in a certain way, these factors are considered. Here are some examples to demonstrate.
- A formal salutation displays as "Dr. & Mrs. John Smith" if all of these conditions are met:
- Both contacts have prefixes.
- Both contacts have genders, AND one is male and the other is female.
- Marital status for the male is set to 2 (Married).
- If any of those conditions are not met, the formal salutation displays only the available information. In addition:
- If only one contact has a gender, the spouse is assumed to be the opposite gender, and the male is always listed first.
- If neither contact has a gender entered or the genders are the same, the formal salutation displays with the contact first then the spouse.
- Only heads of household who are on the statement as a Contact record or Spouse record will be considered in the salutation.
- The accounting company's Formal Salutation field also contributes to the format of names:
- If the accounting company's Formal Salutation field is No, nicknames are used.
- If the accounting company's Formal Salutation field is Yes, the contact's first name and prefixes (if entered on the records) are used.
- A formal salutation displays as "Dr. & Mrs. John Smith" if all of these conditions are met:
- Archive Day of Year
- The day of the year when the prior year statements will be automatically archived. This must be between 46 (Feb 15) and 121 (April 30 except for a leap year). The default is 46.
- Rows Per Page
- The number of donation rows that can fit safely on a single contribution statement page. Twenty-six rows are recommended.
- Summary Columns
- The number of columns (1 through 6) on your statement that will summarize statement headers. For example, if set to 4, the first statement statement headers will be explicitly listed, and donations to programs under those headers will be summarized in their respective columns. The final column will be Other.Note: If you set the number of columns to 1, the contents of the Statement Description field from a Donation record will display instead.
- Include Soft Credits
- Is set to Yes, you can apply soft credits to standard statements for this accounting company.
Accounting Company Configuration
The accounting company statement cutoff date is a field used when generating all statements for the accounting company, including those available on the My Contribution Statement page and standard statements. Standard statements consider both the date and time when determining the statement cutoff date. Want to include all donations made through December 31? Set the Statement Cutoff Date to 12/31/[year] 11:59 PM.
If a donor has made donations to more than one accounting company, multiple statements are generated for the same calendar year.