The Raiser's Edge can prepare several types of year-end correspondence for your donors. These mailings will need two elements to create them: (1) a query to identify the donors and (2) a Mail parameter, Export, or Report to create the desired correspondence.

(1) Querying for year-end constituents
Some common groups that your organization may wish to communicate with at year-end may be:
(2) Create the desired correspondence
The following functions in The Raiser's Edge can create mailings or create data for mailings:  
Query: Donors who contribute above a specific amount (such as $250 or more)
For our example, let's send a letter to thank donors who gave $250 or more in cash, pledge payments, and recurring gift payments in 2015.

For the query, create a constituent query filtering on total amount. Note: The gift types of Cash, Pledge, MG Pledge, Stock/Property, Stock/Property (sold), Gift in Kind, Other, and Recurring gift pay-cash are included by default in a summary information field. If you wish to total certain gift types, select Gift Type on the Gift Total Amount Filter tab and specify the desired types.

For our example, the query looks like this:
query example

To create this query:
  1. Click on Query in the left menu.
  2. Click on New Query in the top left.
  3. Select Constituent as the Query type and Dynamic as the Query format. Click OK.
  4. On the Criteria tab of the new query, find Summary Information in the left list (towards the bottom)  and click on the + beside it.
  5. Click on the + beside Summary For Gift.
  6. Double-click on Total Amount of Gifts
  7. In the new window on its Criteria tab, select for the Operator greater than or equal to and type 250 for the value:
    summary field criteria
  8. Click on the Filter tab in the same window.
  9. Scroll to Gift Date in the left menu and double-click on the field name.
  10. In the new window, set its Operator to between, enter the desired date range, and click OK.  For our example, we're looking for gifts with gift dates in 2015:
    gift date filter
  11. Still on the Filter tab, find Gift Type in the list of fields on the left and double-click on it.
  12. Set the Operator to one of. Highlight the desired gift type on the left list and click on the -> button to add to the right list to include it. For our example, find Cash in the left list. Highlight it. Click the -> button to add to the right list. Add also Pay-Cash and Recurring Gift Pay-Cash from the left to right list. Click OK. (Note: The Recurring Gift Pay-Cash gift type will be listed towards the bottom of the left list).
    gift type filter
  13. Click OK to close the Edit Field Criteria window and to add it to the query:
    query example
  14. Optionally, review soft credit and matching gift settings: Click on Tools in the top menu bar. Select Query options. Click on the Gift processing tab to review the settings. Click OK to save the settings.
  15. Click on File in the top menu bar and Select Save to name and save the query.
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Query: Donors who gave the previous year, but not in the current year, excluding board members
Another common year-end mailing is to donors who the previous year, but have not given yet in the current year. For our example, let's look for donors who are not board members, who gave in 2014, and not given yet in 2015:
  1. Click on Query in the left menu.
  2. Click on New Query in the top left.
  3. Select Constituent as the Query type and Dynamic as the Query format. Click OK.
  4. On the Criteria tab of the new query, scroll to Constituency and click the + beside it.
  5. Under Constituency, double-click on Constituency Code.
  6. For the field criteria set, the Operator to does not equal and select Board Member for the Value:
    board member filter
  7. Click OK to add to the query.
  8. Still on the Criteria tab, scroll down to Last Gift and click on the + beside it.
  9. Scroll down under Last Gift and highlight Gift Date. Double-click on the field name.
  10. For the field criteria, set the Operator to between and the dates to the desired range. For our example, donors would have a last gift in 2014:
    last gift filter
  11. Click OK to add to the query. For our example, the resulting query will appear like this:
    lybunt query
  12. Optionally, review soft credit and matching gift settings: Click on Tools in the top menu bar. Select Query options. Click on the Gift processing tab to review the settings. Click OK to save the settings.
  13. Click on File in the top menu bar and select Save to name and save the query.
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Query: Donors who gave in the current year or a specific timeframe
Your organization may need to communicate with donors who gave within a specific timeframe, such as to run annual statements or send a thank-you letter. For our example, let's group donors who gave any cash, stock, or gift-in-kind donation in 2015:
  1. Click on Query in the left menu.
  2. Click on New Query in the top left.
  3. Select Constituent as the Query type and Dynamic as the Query format. Click OK.
  4. On the Criteria tab of the new query, find Summary Information in the left list (towards the bottom)  and click on the + beside it.
  5. Click on the + beside Summary For Gift.
  6. Double-click on Total Amount of Gifts.
  7. In the new window on its Criteria tab, select for the Operator greater than and enter 0 for the Value:
    total gift amount greater than 0 criteria
  8. Click on the Filter tab in the same window.
  9. Scroll to Gift Date in the left menu and double-click on the field name.
  10. In the new window, set its Operator to between, enter the desired date range, and click OK.  For our example, we're looking for gifts with gift dates in 2015:
    gift date filter
  11. Still on the Filter tab, find Gift Type in the list of fields on the left and double-click on it.
  12. Set the Operator to one of. Highlight the desired gift type on the left list and click on the -> button to add to the right list to include it.
    gift type filter
    For our example, find each of the following in the left list and move them to the right list:
    Cash
    Pay-Cash
    MG Pay-Cash
    Stock/Property
    Stock/Property (Sold)
    Pay-Stock/Property
    Pay-Stock/Property (Sold)
    MG Pay-Stock/Property
    MG Pay-Stock/Property (Sold)
    Gift-in-Kind
    Pay-Gift-in-Kind
    MG Pay-Gift-in-Kind
    Recurring Gift Pay-Cash
  13. Click OK to close the Gift Type field criteria.
  14. Click OK to close the Edit Field Criteria window and to add the Total Amount of Gifts summary field to the query as shown below. (Note: In our example, the gift types will run off the side of the screen.)
    User-added image
  15. Optionally, review soft credit and matching gift settings: Click on Tools in the top menu bar. Select Query options. Click on the Gift processing tab to review the settings. Click OK to save the settings.
  16. Click on File in the top menu bar and Select Save to name and save the query.
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Correspondence: Annual Statement Report
The Annual Statement Report is a system report available in The Raiser's Edge. It provides a list of a donations within a date range and can  can include receipt numbers for tax reporting purposes.

Optionally before getting started with this, consider creating the example query for Donors who gave in the current year or a specific timeframe above. Using a query with any report can help save processing time, especially if your Raiser's Edge has a lot of donors. However, any query values do not "transfer" to the report. The report will need its own set-up completed to produce the desired output.

Note: For full instructions on running this report, please see What is the Annual Statement Report and how to run it? 

Using our examples, let's produce annual statements for our donors who gave cash, stock/property, and gift-in-kind donations in 2015: format tab annual statement report
  1. Click on Reports in the left menu.
  2. Click on Financial Reports.
  3. Double-click on Annual Statement Report to start a new one.
  4. Click on the General tab and set the following:
    • In the Date drop-down, select <Specific range>. Enter 1/1/2015 for the Start and 12/31/2015 for the End.
    • Review the Soft Credit and Matching Gift settings. Customary ones for donor statements are Donor for Soft Credit and MG Company for Matching Gifts.
    • Optionally: Mark Create output query. Select Constituent. (This output query will generate labels or envelopes or even Quick Letters for the statements.)
    • Optionally: Click Include > Selected records > search for a query to include (such as one created from above shown added below).
     
    general tab annual statement report
  5. Click on the Gift Types tab and add set the types as follows:
    • Click on << to remove all of the included types in the right list.
    • Find each of the following in the left list. Double-click on each (or highlight and click >) to add to the right list:
    Cash
    Pay-Cash
    MG Pay-Cash
    Stock/Property
    Stock/Property (Sold)
    Pay-Stock/Property
    Pay-Stock/Property (Sold)
    MG Pay-Stock/Property
    MG Pay-Stock/Property (Sold)
    Gift-in-Kind
    Pay-Gift-in-Kind
    MG Pay-Gift-in-Kind
    Recurring Gift Pay-Cash

    The resulting list will appear as follows:
    Gift types tab
  6. Click on the Format tab:
    • Highlight Headings in the left menu.
    • Edit the Title and Subtitle if desired.
    • Mark Print organization name in header to include your organization's name.
  7. Click File and select Save to name and save the report.
  8. Click Preview to run the statements to screen. If creating an output query, enter a name for the query when prompted.
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Correspondence: Quick Letters
Quick Letters in Mail can produce letters to a group of donors, segment donors, or export a data set. It is designed to get a letter / data out of The Raiser's Edge quickly (hence "Quick Letters), so its available fields are limited. Using Quick Letters, you can:   Return to top
 
Correspondence: Export & Mail Merges
Export in The Raiser's Edge not only extracts data for use in other programs, it can also be formatted as a mail merge. Any query (like the earlier examples) can be used with the following: NOTE: There is a limit of 61 fields within Microsoft Word if merging directly in The Raiser's Edge using the Simple Mail Merge or Conditional Mail Merge. Each field (column) counts as one. For example, if you specify to export 5 gifts and include two fields for each gift (say, date and amount), two specified field times five gifts equals ten fields (columns). If you wish to use more than 61 fields, then export the data and set up the merge directly in Word outside of The Raiser's Edge.

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