You can use three different methods to generate year end tax-letters:

Option #1: Run the Revenue Annual Statement Report. This report includes the donors name, address, their gift dates and gift amounts. You have the option to run this report for a single donor, for all donors, or for a selection/group of donors. This option is the easiest as it requires no configuration.
  1. Go to Revenue 
  2. Under Reports, click Revenue Annual Statement 
  3. Select to run for All constituent records, a selection of constituent records, or a specific constituent record.
  4. Check the box to include household/group revenue if desired. 
  5. Click View Report.
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Option #2: Create a Custom Letter with an Appeal Mailing Process: If you need additional information about the revenue for a tax-letter and would like to send one letter per household, follow the instructions below to create a mailing process: 
  • Step 1: Create a selection of constituents that should be sent an annual statement. Here are instructions on how to pull all constituents with payments that have a receipt amount and therefore are considered either fully or partially tax-deductible. 
    1. Go to Analysis > Information Library.  
    2. Click Add an ad-hoc query.  
    3. Select the source view of Constituents and click Ok.
    4. Select Revenue on left, date in the middle, move this to Include Records Where, and set the criteria to equal to This calendar year.
    5. In the middle, click on Transaction Type and move this to Include Records Where.  Set the criteria to equal to Payment.  (Note: This will not show pledges.)
    6. In the middle column, also drag Receipt Amount to Include Records Where. Set this to be greater than or equal to 0. Here is an example of what your final query will look like: 
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    7. Go to the Set Save Options tab.  Name and save your query and check the box to create a selection. 
  • Step 2: Create Your Mailing:
    1. Go to Marketing and Communications > Appeal Mailings
    2. Click Add to add a new mailing 
    3. Name your mailing and add a description if necessary. For example: FY 2016 Year End Tax Letters
    4. Specify a Mail Date. This will be the date that appears on the constituent's communication tab. 
    5. Associate your mailing with an Appeal Record. Note: Although this letter is not a fundraising appeal, an appeal is still required to process the mailing. You may consider creating an appeal record to group similar non-solicitation communications together. For example: Donor Communications or Year End Tax Letters. 
    6. Select the appropriate Address Processing Options and Name Format Options for this communication. 
    7. Under Household Options, choose to send One letter per household.  Here is an example of how the screen might look: 
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    8. Click Next
    9. On the Write your letters tab, under Selections of constituents that will receive this letter, click Add. From the left, find your selection from Step 1 and drag it to the right under "Include these selections in this communications." Click OK. 
    10. Under Exclusions, click Edit and remove any exclusions that do not apply to this mailing. For example: you would not want to exclude those who have recently given revenue from a tax-letter communication. 
    11. Under Letter Content, select what you would like Altru to produce. You can choose to merge letters directly or you can choose to Export a .CSV to send letters to a mail house or to merge outside of the system. 
    12. Under Select Recipient Information to use to personalize your letter, click Edit. We will edit the export definition associated with the mailing to add information about exporting revenue: 
      1. First, under Selected fields, remove any fields you do not need for this process. We recommend removing everything that currently appears under Revenue. To remove a field, highlight the field and click the Red X at the top of the Selected Fields column. 
      2. Next, under Selected Fields, highlight Constituent Marketing Information. 
      3. From the left column, expand Constituent Marketing Information, then Expand Constituent. Beneath Constituent, highlight Revenue. In the middle, click on Date and move to Selected Fields. When you drag this field over, you should see an Export criteria screen pop. 
      4. Under Number to Export, enter the maximum number of tax-deductible payments each constituent will have on their record that you need to send a statement for. In this example, we are going to export up to 10 payments:
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      5. Under Sort, choose how you'd like Altru to sort these payments. We recommend sorting these by Date. You can choose Ascending which is oldest to newest or Descending which is newest to oldest: 
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      6. Under Filter, choose the option for Selected revenue. Under Revenue, drag Date to Include Records where and set this to be equal to this calendar year (or the same parameters in your selection). Next, from the same area, drag Transaction Type to Include records where and set this to be equal to Payment. Lastly, drag Receipt Amount and set this to be greater than 0, so the export will only pull tax-deductible payments. Important Note: Your export definition will only allow you to filter what revenue you output based on the fields available in the middle column. It is not possible in Altru to limit what revenue is exported based on revenue type (Gift, Membership, etc.) or Application (Donation, Pledge Payment, Membership, etc.). This is why we recommended adding these filters to your export definition to output all tax-deductible revenue. Your Filter area should appear similar to this one when finished: 
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      7. Click OK. 
      8. Next, drag Amount and Receipt Amount to Selected fields. 
      9. If you'd like to see what the payment was for, in the left column, expand Revenue, then highlight Application Details. From the middle column, drag Type into Selected fields. Another Export criteria screen will pop because a payment can have multiple applications. Under Number to export, select the maximum number of ways a payment might be split (for example: if you had one payment that was applied to different fundraising designations or to both a membership and a donation). In this example, we are exporting up to two applications: 
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      10. Under Sort, choose how you'd like Altru to sort these applications. We recommend sorting these by Type. 
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      11. Under Filter, select Selected application details. We recommend dragging Type to Include Records Where and setting this to be one of any type of application that can be tax-deductible: Gift, Event registration or Membership. 
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      12. Click OK. 
      13. (Optional) If you'd like to add Application to see what the payment was applied to (will be Pledge for pledge payments, Donation for donation payments, Membership for membership payments, or Order for sales order transactions), you may also output Application in Selected Fields. 
      14. (Optional) If you'd like to add the fund designation in your letters, in the left column, expand Application Details and highlight Designation. From the middle column, drag Public Name to Selected Fields. Note: This field will show as Vanity Name in the final export, but we recommend using this because it is often a shorter version of a full designation name.
    13. ​​​(Optional) If you would like to also include the individual's spouse revenue, in the left column, expand the Spouse Node. Beneath the Spouse Node, highlight Revenue and follow the instructions beneath Step 12 (4-14) above to output their spouse's tax-deductible revenue. 
    14. Next, go to the Column Order Tab. Ensure that all of the revenue is ordered correctly. If not, use the blue arrows so that all of the appropriate dates, amounts, and types appear together. Note how in the picture Revenue 1 fields are together, Revenue 2 fields appear together, etc. 
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    15. On the Set sort order for rows, specify how you'd like Altru to sort your list.
    16. Click Save and Close to close the export definition and finish your letters.
    17. (Optional) If merging your letter content through Altru, click Add to add your mail content. 
    18. Click Next and then click Finish and close to finish your mailing. 
    19. Click Run mailing to generate your final list and letters. 

Option #3: Create a Template Letter for Tax-Letters: This option involves creating an export definition to export gift information and uploading a template letter. This option is best if you are only sending letters if a donor requests them since these letters will be for a single constituent generated from their constituent Record. These letters will also automatically be saved as Interactions on the Constituent Record.  Note: Steps 1 and 2 are configuration steps and do not need to be completed each time you generate a letter. Once you have configured your export definition and template letter, you will follow the steps under Step 3 to generate the letter for different constituents. 
  • Step 1: Build an Export Definition to export gift information: 
    1. Go to Administration > Export definitions. Note: In order to build an Export definition, you will need the System Role of Development Director or Membership Manager.
    2. Click Add.
    3. Select source view of Constituents and click OK.
    4. First, we need to add information to use to mail to out constituents such as address, addressee and/or salutation:
      1. To add First Name and Last Name or Organization Name, in the middle, click on "First name" and "Last/org/group/household name" and move this to Selected fields.
      2. To add a constituent's Primary Addressee and Salutation, in the left column, highlight Address and Salutation and move "Primary addressee" and "Primary salutation" to Selected fields
      3. Optional: If sending to organizations, we also recommend outputting primary contact name. From the left column, highlight Contact (Primary) and from the middle column, drag "Name" to Selected fields. 
      4. To add the Address, in the left column, highlight Address (Primary), from the middle column, move address, city, state abbreviation, zip to right. At this point, your export definition should appear similar to this one: 
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    5. Next, we will need to add information about the constituent's tax-deductible revenue.
      1. From the left column, highlight on Revenue.  In the middle, click on Date and move to Selected Fields. When you drag this field over, you should see an Export criteria screen pop. 
      2. Under Number to Export, enter the maximum number of tax-deductible payments each constituent will have on their record that you need to send a statement for. In this example, we are going to export up to 10 payments:
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      3. Under Sort, choose how you'd like Altru to sort these payments. We recommend sorting these by Date. You can choose Ascending which is oldest to newest or Descending which is newest to oldest: 
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      4. Under Filter, choose the option for Selected revenue. Under Revenue, drag Date to Include Records where and set this to be equal to this calendar year (or the same parameters in your selection). Next, from the same area, drag Transaction Type to Include records where and set this to be equal to Payment. Lastly, drag Receipt Amount and set this to be greater than 0, so the export will only pull tax-deductible payments. Important Note: Your export definition will only allow you to filter what revenue you output based on the fields available in the middle column. It is not possible in Altru to limit what revenue is exported based on revenue type (Gift, Membership, etc.) or Application (Donation, Pledge Payment, Membership, etc.). This is why we recommended adding these filters to your export definition to output all tax-deductible revenue. Your Filter area should appear similar to this one when finished: 
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      5. Click OK. 
      6. Next, drag Amount and Receipt Amount to Selected fields. 
      7. If you'd like to see what the payment was for, in the left column, expand Revenue, then highlight Application Details. From the middle column, drag Type into Selected fields. Another Export criteria screen will pop because a payment can have multiple applications. Under Number to export, select the maximum number of ways a payment might be split (for example: if you had one payment that was applied to different fundraising designations or to both a membership and a donation). In this example, we are exporting up to two applications: 
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      8. Under Sort, choose how you'd like Altru to sort these applications. We recommend sorting these by Type. 
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      9. Under Filter, select Selected application details. We recommend dragging Type to Include Records Where and setting this to be one of any type of application that can be tax-deductible: Gift, Event registration or Membership. 
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      10. Click OK. 
      11. (Optional) If you'd like to add Application to see what the payment was applied to (will be Pledge for pledge payments, Donation for donation payments, Membership for membership payments, or Order for sales order transactions), you may also output Application in Selected Fields. 
      12. (Optional) If you'd like to add the fund designation in your letters, in the left column, expand Application Details and highlight Designation. From the middle column, drag Public Name to Selected Fields. Note: This field will show as Vanity Name in the final export, but we recommend using this because it is often a shorter version of a full designation name. 
    6. (Optional) If you would like to also include the individual's spouse revenue, in the left column, expand the Spouse Node. Beneath the Spouse Node, highlight Revenue and follow the instructions beneath Step 5 (1-12) above to output their spouse's tax-deductible revenue. 
    7. Next, go to the Column Order Tab. Ensure that all of the revenue is ordered correctly. If not, use the blue arrows so that all of the appropriate dates, amounts, and types appear together. Note how in the picture Revenue 1 fields are together, Revenue 2 fields appear together, etc. 
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    8. On the Set sort order for rows and sort by Name if you would like by pulling name or last/org/household name to the right.
    9. Go to the Set save options tab and name export definition. Click Save.
  • Step 2: Create and Upload a Template Letter:
    1. Go to Marketing and Communications  > Letter Template Library
    2. In the top, left corner, click Generate Header File 
    3. Under Letter Type, select Constituent Letter. Under Output Type, select Export Definition, then search for the Export Definition you created in Step 1. Click OK.
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    4. Altru will prompt you to download a .CSV file. Save this file where you can access it later. 
    5. Next, open or compose a tax statement letter in Microsoft Word. To insert merge fields, follow these steps: 
      1. In Word, click on the Mailings Tab, then click Select Recipients and Use an Existing List  
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      2. Microsoft Word will then prompt you to open a file. Open the .CSV header file you saved in the previous step.  
      3. Another window will pop up to confirm the delimiters of your file. Your settings should appear as they do below. The Field delimiter will be a , and the Record delimiter will be (enter), then click OK
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      4. Click Insert Merge Field and select the merge field you'd like to add to your letter from the drop down. 
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    6. When your letter is complete, save your letterImportant: The file must be a .docx file. Here is an example of what the Word Template could look like: 
      Word Template for Annual Statement
    7. Once your letter is saved, you can upload it to Altru as a template letter. From Marketing and Communications > Letter Template Library, click Add to add a new letter. 
    8. Under Letter Type, choose Constituent Letter. 
    9. Under Output Type, choose Export Definition and search for the export definition you created in Step 1.
    10. Under Letter, click Choose file and upload the Word document tax letter you created:
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    11. Click Save. 
  • Step 3: Generate Your Letter
    1. Open a constituent record 
    2. On the left, click Write a Letter from Template 
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    3. Enter a Letter Name for this communication and under Letter Template, search for the template letter you created in Step 2. 
    4. Click Download to download the letter. You can make any changes you'd like in Microsoft Word, then re-upload the letter if desired to Altru with the changes.
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    5. Under Details, add the details you would like to have saved on the interaction record that Altru will create for this letter. Choose: Mail Date (will default to today), interaction type, category and subcategory, and add a comment if desired. Click Save. 
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    6. Once saved, you will find a record of this letter on the Constituent's Documentation and Interactions Tab under Interactions.