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Standard Statements

Archiving Standard Statements

Learn about archiving standard statements, including how to automatically archive statements, manually archive statements, and correcting statements.

It's essential to keep accurate historical donor statements to track your and your donor's records. But sometimes data changes affect a past statement. For example, if someone changes household (ages out, divorced, deceased), they would no longer display on the historical statements, even though they were part of the donor household at the time. Archiving statements addresses this and ensures statements are historically accurate.

Archiving locks in the statement's content and prevents it from being updated by the nightly routine and process. During archival, the statement's Pledge Campaign and Alternate Pledge campaign fields may be set:
  • If the statement is for current year, the fields will be set and override existing values.
  • If the statement is for the previous year, the fields will be set if empty. Existing values will not be overridden.
  • If the statement is for prior to the current or previous year, the fields will not set.

So just how do you make all this archiving happen?

Automatically Archive a Statement

Statements archive automatically for the previous year on the date indicated in the accounting company's Archive Day of Year field. Just set it and forget it!
Note: You can't add donors and donations to a statement after it is archived. But you can correct an inaccurate statement.
  1. In the navigation menu, click Church Structure > Accounting Companies.
  2. Open the accounting company.
  3. Click Edit Record.
  4. Under the Standard Statement Settings section, enter the day of the year you want your statements to automatically archive in the Archive Day of Year field.
    Tip: The Archive Day of the Year is the day of the year when the previous year statements will be automatically archived. You'll need to select a number between 46 (February 15) and 121 (April 30 - except leap year!). The default is 46.
  5. Click Save.

Manually Archive Statements

You can manually archive statements individually or using the mass assign feature.
Archive a Statement
  1. In the navigation menu, click Contributions > Statements.
  2. In the view drop-down list, select Not Archived.
  3. Click to open the statement.
  4. In the General tab, click Edit Record.
  5. Under the Archival Information section, set Archived to Yes.
  6. Click Save.
Mass Archive Statements
  1. In the navigation menu, click Contributions > Statements.
  2. In the view drop-down list, select Not Archived.
  3. Select the check box next to the statements you want to manually archive.
  4. Click Actions > Assign.
  5. Under the Archival Information section, select the check box next to Archived and set Archived to Yes.
  6. Click Assign.
  7. Click OK.

Unarchive a Statement

Sometimes you may need to unarchive a statement to make a correction.
CAUTION: Only unarchive statements when absolutely necessary.
  1. In the navigation menu, click Contributions > Statements.
  2. In the view drop-down list, select the Archived view.
  3. Open the statement.
  4. In the General tab, click Edit Record.
  5. Under the Archival Information section, set Archived to No.
  6. Click Save.
Once you make your corrections, don't forget to return to the statement and set Archived back to Yes.
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Last updated: January 13, 2025