End of Year Reporting

Learn about the PDS reports, letters, and statements you need to send at year end.

Creating EOY reports

There are some standard reports that are helpful at year end. These are designed for internal use in your church office.

Need a list of the families who contributed this year? Run the Family Quick Listing, and select options for Active/Inactive, Parishioners/Non-Parishioners, School records, and Daycare records based on who you want to include in the report. Then, click the Additional Selections tab, and add the following condition: Fund.Total Total Paid is greater than or equal to (enter dollar amount).

Additional Selection Report
Need a count of all your families or new families added this year? Run the Family Count report. On the Additional Selections tab, add the following condition: Fam.Date Created is between (enter starting date) and (enter ending date).

Additional Selection Report
Need information about your current members? Run the Member Statistical Information report to find out how many members (broken out by gender and religion) belong to each relationship/type, ZIP Code, grade level, birth month, and much more. To see only new members from this year, click the Additional Selections tab, and add the following condition: Mem.Date Created is between (enter starting date) and (enter ending date).

Report Options Additional Selection Report
Need a report of all contributions and non-deductible payments, along with an itemized list of contributions and payments? Run the Itemized End of Year Statement. If you see a separate total for a member, that means there are contributions that have a member's name attached in the family contributions. This report is not intended for bulk mailing; instead, use the End of Year Statement for Bulk Mailing to send statements to families and individuals.

Report - First Page Report - Second Page

Creating EOY letters and statements

PDS provides a few different letters and statements that are useful at year end. These are designed to send to donors.

Need a statement of contributions that does not include non-deductible payments or itemization of individual payments? Print or email the End of Year Statement for Bulk Mailing.
Need a statement of contributions and non-deductible payments, along with an itemized page for special IRS substantiation if families made contributions at or above the IRS limit? Print or email the End of Year Donor Substantiation. To limit this to only families who gave more than a certain amount, click the Additional Selections tab, and add the following condition: Fund.Total Total Paid is greater than or equal to (enter dollar amount of the IRS limit).

Additional Selection Report - First Page Report - Second Page

Note: Families who contributed at or above the IRS limit (which can be set in your PDS program) will receive a second page that itemizes their contributions for special IRS substantiation. The first page references this with a note at the bottom. Remember, non-deductible payments do not require this second page, so the IRS note will not display for these families.
Need a customizable statement for a single year? Purchase ACS Form 12500, and print the End of Year Flex Statement.

Here are additional considerations when running EOY letters and statements:

Only want to include online donations? On the Additional Selections tab for your contribution report, add the following condition: Fund Hist.Check Number is ever equal to Online
Do some families have Send No Mail/Email selected on their record? If you're getting blank pages in your report, this may be the reason. To work around that, when you get to the window where you select families, select Ignore the "Send No Mail/Email" on the Family Screen.
Planning to print labels for your letters and statements? Make sure to log the letters/labels when prompted at the end of the report process. Then, you can use that to print labels with an additional selection. On the Additional Selections tab for your label report, add the following condition: Fam Letters.Type is equal to Statement Sent

Log the Letters Additional Selection
Want to change something in the letter? You can edit most things using the options in the Letter Layout window. To edit the wording, click Modify Body of Letter. To show names in a different format, select a different style for Inside Address Style. To change the signature, select a different style for Closing Style.

Note: If these options aren't available, you can always copy the report and customize it as much as needed.
Is your parish information incorrect or missing? This information comes from your program license, which you can edit if needed. On the File menu in your PDS program, click Setup > License Information.

Financial statement options

Financial statements have additional options that you can choose when running your report.

In the Select Funds to Print window, you can specify which date range, funds, and/or fund activity groups to include in your report.
- Date Range to Print – Limit your financial listing report to a year, month, week, or other date range. Make sure to select the appropriate date range for your report.
  
  Note: Some financial reports include gifts by fund/period, but actual tax statements look at the date a gift was given regardless of the date range entered. This is per IRS requirements.
- Funds to Print – Click Add a Fund to this List to select the funds to include in your report. As you add funds to print, you can specify how to print the group in the grid. Choose whether to include or exclude fund activity groups.
- Print Overpayments As – Determine how to print overpayments. For example, you might want to print overpayments as negative numbers on listing and totals reports so that you can easily see them. However, to avoid confusion, you might want to print them as zeros on billing statements or other reports that you send to families.
- For more details on these options, see Financial Statement Options.
You can send separate statements to family members who contribute individually.
- Make sure each member who wants a separate statement has a Member ID and has the Separate Statement option selected on their record (in the Personal window).
- Run the statement report as usual. When you get to the window where you select families, select Include Separate Statements.
- If any contributions have been associated with the member, they print on the member's separate statement.
  
  Report - First Page Report - Second Page
You can send billing copies to an alternate address, to multiple addresses, or to other people as a courtesy copy.
- Make sure the appropriate families have a billing address listed in the Billing Address window of their fund record. If they want an email copy, make sure they have an email address entered in the Email field and you've selected Send Email Over Mail. The Statements drop-down list controls how billing copies are sent.
- Run the statement report as usual. When you get to the window where you select families, select Include Billing Copies.
- When you print or send the statements, any families with billing addresses will receive a copy.