Knowledge Base Article

Report Summary Donation Thank You Letters

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The Argenta Report Center includes a "Donation Summary Thank You Letter" which is generated automatically from the Fiscal Donation management system. The report generates one letter for each donor who has given a Fiscal Donation within the specified date range.

  • The letter contains donation summary information for tax purposes.
  • Formatting and printing the letter will create a batch file where one donation summary thank you letter is printed for each donor.

To send thank you letters to your donors with a summary of their donations, use the “Summary Donation Thank You Letters” report in Argenta.

From the Argenta dashboard on the left-hand side of the screen, choose Argenta Report Center:

 
This opens the Argenta Report Center:
 

From here, click on “Donation Reports:”


This opens the full listing of Donation Reports:

 

From here, scroll to the bottom of the reports and select "Summary Donation Thank You Letters:" 
 
 
Reports in Argenta can be saved to favorites. To add this report to your favorite reports, click the corresponding orange heart, on the right side of the screen. Once a report has been added to favorites, it can be accessed through the “My Favorite Reports” button at the top right of every report menu page. Alternately, you can find any report by using the "Search"  feature above any report list.
 
With the Summary Donation Thank you Letter selected it opens the select report parameters screen for this report:
   
 
 

This report can be filtered a few different ways. Here are your filtering options:

  1. Donor - You can select a specific donor and create a donation letter just for them. To do this, choose the desired donor by clicking the Lookup  icon. In the popup window you can search for and select the donor. If you want to run thank you letters for several donors at once, just leave the "Donor" field empty.
  2. Donations With Donation Codes - You may filter the report by specific Donation Codes. Choose as many donation codes as you would like to filter on here.
  3. Donations Date Range - The default date range is January 1 through December 31 of the previous calendar year, but you can choose any date range you’d like. You can manually enter a date or use the calendar selectors.
When you have finished setting the filter criteria, click the “Run The Report” button. All donors matching your criteria will appear in the list below.

 

To create and print letters for the donor(s), select the donor(s) from the list by putting a check in the corresponding row or click the check box in the list’s header to select all the donors in the list:

 

With your recipients selected, click the “Format Selected Records for Printing” button:

 

 

This opens the Print Summary Thank You Letter window:

 
 
To finish formatting your letters, select from these options:
  1. This Is My Year End Report -If this is a year-end report, you can indicate that by placing a check in this box. This will include “Year End Report” indicators in the print out.
  2. Create An Engagement Record For Selected Donors - If you would like Argenta to automatically create an Engagement record for these donors, select this check box.
  3. Include Our Organization's Logo In Header - If you want to include your logo in the printing of the letter, place a check in this check box. If you have uploaded your logo to your subscription, it will appear in the letter when it’s printed. If you haven’t, you’ll need to upload it by choosing to “Subscription” in the top right menu.
  4. Print On Letter Head - If you are printing on letter head select this check box.
  5. Tagline(optional) - If you’d like to add a tagline to the letter, enter it in the here. This field is not required.
  6. Include Organization Image in Left Side Bar - If you have an organizational image that you wish to include, select this check box. 
  7. Letter Body - You can customize the body of the letter here. This field allows a maximum length of 875 characters, for printing purposes. You can format your letter with the Word elements shown above the text field.
  8. Signature Closing Line - Add your closing line here. The default line is Sincerely.
  9. From Name - Enter a name that this letter will be sent from here. The default is the current user’s name.
  10. Staff Position - Enter the staff members position, which is displayed below their name on the letter.
  11. Include Tax ID Info In Footer - If you want to include your tax number in the footer of the letter place a check mark in this box. This will pull from your subscription settings.
  12. Include Contact Info In Footer - If you want to include your contact information in the footer place a check mark in this box. This will open a fax and website field for you to enter this information for the footer.

When you’re finished, click the “Print Summary Thank You Letter” button. This opens a confirmation screen:

 
Select "Ok" if you are ready to create your letters. This opens the Print Preview screen:
 
 
From here you can see how your letter will appear and you can print your letter(s).