Creating statement of annual Sales Receipts

Thank you for reaching out to us here on the Community page, @MM106.

I can share with you some information about statements and how you can prepare one for your sales receipts in QuickBooks Desktop.

A statement is a summary of your customer's account, showing the recent invoices, credit memos, and payments received. A reminder statement can be created and sent to your customers/donors to show how much they owe on each invoice. Thus, it won't display the customers' sales receipts.

At this time, you can prepare a report with your donor's sales receipt, then print it.

Here's how:

1. Open your QuickBooks Desktop, then select Customers & Receivables from the Reports menu.
2. Click on Transaction List by Customer.
3. Tap on the Customize Report, then go to Filters and select Sales Receipts from the TransactionType.
4. Hit OK.

To print the report, select either Report or Save As PDF from the Print button.

To learn more about statements, you can check out this article: Create a billing statement.

You can as well open this link for an additional guide about running and customizing reports in QuickBooks Desktop.

Please let me know how else I can help you with QuickBooks. I'm always here to help. Wishing you and your business all the best

Unfortunately, this won't satisfy the tax requirements for a donor receipt. Seems like a small fix on the back end at QB to solve this. I'm sure many non-profits run into this issue. 

Yes, I am in the exact same predicament! Thank you for submitting this, its unlikely though that it will get addressed, I think all of their efforts are going into QuickBooks Online (QBO) :(

I have the exact same need. I am doubtful that anything will be done, all of the efforts are going into QuickBooks Online (QBO).

Year-End Letters from Sales Receipts

It is possible to create a customized "Sales by Customer Detail" Report that can be used as a Mail-Merge data file and then create your Year-end Letters.

1. Select the standard Sales Report By Customer Detail.
2. Customize by add any Customer fields you want in the letter or want to view for quality assurance purposes (Names, addresses, emails, class, check #, custom fields, payment & receipt preferences, etc.)
3. Filter by Date; Items (All Sales Items)
4. Export the file to Excel
5. Add a column in Excel to calculate the Annual total using @sumif or @sumifs for all sales items(Entire Amount Column) match the customer name in for each row.  You can do the same thing with a Pivotable if you are savvy but it is more complex than adding a column with a formula like @sumifs({amount column range},{Customer Column Range},{Customer in current row})
6. Create a MailMerge template on your letterhead and insert the following text:

Page 1
{IF{MERGESEQ]="1"[MERGEFIELD Name}

" ""}{SET LETTER1 {MERGEFILED Name }}

[IF {LETTER2]<>[LETTER1}"

Page 2

{DATE \@ "ddd,MMMM dd, yyyy"}

{MERGEFILD Name_CONTACT }

{MERGEFILD Name_Street1}

{MERGEFILD Name_Street2}

{MERGEFILD Name_City}, {MERGEFILD Name_State} {MERGEFILD Name_Zip}
"Thank You text... According to our records we received
{MERGEFILD YTD \# $#,#0.00 }
from you in 2020. Salutations
Gifts Detail:

{MERGEFIELD Date \@ MM/dd/yyyy} {MERGEFIELD Item_Description } Designation: {MERGEFIELD Class} {MERGEFIELD Amount \# $#,#0.00}" "{MERGEFIELD Date \@ MM\dd\yyyy}{MERGEFIELD Item_Description } Designation: {MERGEFIELD Class} {MERGEFIELD Amount \# $#,#0.00}"}{SET LETTER2{MERGEFIELD Name}}

1. The first page it prints is a throw away.
2. I believe I retyped the Mergefield formatting correctly, but there could be a typo.
3. This should successfully print your letter with YTD total followed by a detailed two column Sales reciept list.
4. It may need to be modified to print on a second page if you have an excessive amount of donations in one year.
5. Save the MailMerge output file and you can modify it as needed.  You can also Merge it to email using an email field from QB.

There are several typos in the MERGE fields I typed in. Hopefully you can pick up the logic at least.  Maybe I can post a sample file somewhere. 

It is also necessary to convert amount columns to numbers from text to make the sumif work. Use the data menu method or highlight the range and select "convert to numbers" from the green tab that appears at the top of the range.