Before You Run Your Tax Statements

1. Data Quality

Tax statements are only as good as your data. Before you run your tax statements, you'll want to do any end of the year data clean up to ensure statements are prepared properly. Below, you'll see some Data quality sections that you'll want to check out before running your tax statements.

NOTE: To view quality reports, go to the DIRECTORY tile, and click on the QUALITY tab in the left menu

Deleted Profiles with Giving Records

The name says it all. Check this section to see any deleted profiles that have giving records attached to them. 

What to do: To undelete the record, go to the UnDelete tab in the DIRECTORY tile to find the profile and undelete the record.

 

Duplicate Records

Make sure to check on any Duplicate Records in the Quality section. If there are duplicate records, you may have financial data associated with both of them. 

What to do: Merge any duplicate records to ensure all giving records are under one unified profile.

Family Units

When you run your tax statements, we always recommend running the statements by "Head and Spouse" instead of by "Individual". Make sure that the following Head and Spouse issues are taken care of. (Each one has its own section in the Quality report)

  • Missing Head of House
  • Multiple Heads in Family Unit
  • Multiple Spouses in Family Unit

What to do: Go to the Family unit and mark each individual with the appropriate family role. 

 

2. White Label Emails

Because you have the option to send tax statements electronically, you'll want to make sure that you have a "white-label" email address configured. 

A white-label is a unique email address that is configured for your church. You can call these white labels whatever you like! If you do not use a white-label email, congregants will receive their tax statements from a generic "Relay at Seraphim" email address. Most congregants won't know what that is and will probably ignore the email.

You do NOT want to send these mail statements from your personal Gmail account. You will hit the send limit and will be flagged as spam.

What to do: Check to make sure you have a white label email address configured under the Permissions tile in the Mail/SMS Credentials tab. If you do not see one listed in the Mail credentials box, contact Support and we will set one up for you!

 

3. Check Funds and Fund Settings

You'll want to take a look at your fund settings. You can do this by going to the SETTINGS tile, and click on the CONTRIBUTIONS and FINANCE tab on the left menu. Specifically, are you tax deductibility settings correct?

What to do: Keep in mind, any changes you make to your funds, will NOT be applied to transactions retroactively. If you do need to make changes, contact Support for any retroactive updates that need to take place.

 

4. Businesses are Properly Configured

Some folks give to the church via an associated business or organization. In order to tie these folks to these organizations, you'll want to make sure that any business and organizations are properly configured and attached to the right individuals. 

5. Build Some Dynamic Groups for reference

This one is a proactive step. When you eventually run your tax statements, you'll receive a quick rundown of the percentages of individuals that have email address information and mailing address information. If you create come dynamic groups for the four following scenarios, you'll be able to use these groups to target congregants to update their information to get them their tax statements. We recommend you create a group for each of the following segments:

  • Individuals with emails addresses
  • Individuals without email addresses
  • Individuals with mailing addresses
  • Individuals without mailing addresses