We need to process year-end donation statements for our non-profit. The statement does not work. Any suggestions?

Welcome to QuickBooks Community, cpblaszczyk.

You can pull up and customize the Sales by Donor Summary report to process year-end donation statements for non-profit. 

Here's how:

1. On the left panel, click on Reports.
2. Search for Sales by Donor Summary on the search bar.
3. Choose the Report Period and choose the specific date range.
4. Select the Run Report.
5. Click the Customize button and make any changes or filter the option to show the specific data.
6. Hit the Run report button.

Once done, you can click on Save Customization. This way, any changes made will be saved and can be seen in the Custom Reports tab.

If the suggested above didn't work, I suggest exporting the report to Excel and manually customize it from there. That way, you're able to add some details depends on what you need in your business. Please follow the steps below.

1. From the report, click the Export icon beside the printer icon.
2. Choose Export to Excel.
3. Make any customization to Excel.

Please refer to this article to see steps on how to make sure that your company is set to Nonprofit organizations to ensure that you're tax-exempt: Configure an account for a nonprofit organization.

Please don't hesitate to let me know if I can be of further assistance. I'd be delighted to be your guide once again.

I do not find the Sales by Donor summary.  Is this a report I can download somewhere?  Thank you

I'll help you in finding that report, ykcpblaszczyk.

It could be the customer label wasn't changed to Donors that's why you're unable to see the Sales by Donor Summary report. In this case, you can run and export the Sales by Customer Summary to help process year-end donation statements. 

Please know that Sales by Donor Summary and Sales by Customer Summary are the same reports. In a nonprofit organization, customers are actually donors. When you're ready, here's how to do it:

1. Select Reports from the sidebar menu.
2. Under the Sales and customers section, choose Sales by Customer Summary.
3. Click the Customize button.
4. Set the appropriate reporting date and accounting method.
5. Select Run report, then click the Export icon beside the Print icon.
6. Choose Export to Excel.
7. Customize the data of the report.

Although, you can also follow the steps below if you want to see donors instead of customers on reports and forms in QuickBooks:
 

1. Go to the Gear icon, then Account and settings.
2. Choose Advanced.
3. From the Other preferences section, click the Edit button.
4. Select the Customer label drop-down menu, then choose Donors.
5. Hit Save, then Done.

Additionally, here's an article that you can read to help track and view the breakdown of your sales or contributions for each customer or donor: Sales and member contributions report.

I'm just a few clicks away if you need more help in completing your other tasks in the program. Have a great rest of the day.

I'm also having trouble. We work on "Cash" Basis. My problem is when I do it from the statement report in sales, Payments made to invoices do not appear.

When I run the report from transactions and I filter it to be paid invoices and sales receipts (this are paid when captured), the payments for invoices appear but with the receipts there are 2 or 3 lines per receipt and each one shows the total, so when it adds it up the receipts are doubled or triple. One of the lines was the same amount but in negative in which case the total shows that the receipt was $0.00

Thanks for joining the thread, @MMtreasurer.

I can provide some details about this matter. Let's ensure that the payment date is included in the statement date opened. This way, the payment will appear in the report. 

In addition, you can access the Customer Balance Detail report. This will show all the invoices with their payments next to them. Simply go to the Reports menu, hover search and select Customer Balance Detail report.

I've added these links if you need more help managing your report:

• Customize reports
• Memorize reports

Please leave a comment below if you need anything else. I'm more than happy to help. Have a nice day ahead.

Thank you, but that is not what I was referring to. I need a report that they can use for tax purposes. There is a bug in the statement report . The balance detail is not a good report for taxes.

Thank you. That  report does not work because it shows pledges paid and non paid. The report I need should only show what was paid during the year.

That is exactly my problem.

The report we need should show all payments done in the selected period regardless of how they were entered into QB, invoice payment or sales receipt. For tax purposes only the money donated (paid) counts.

@MMtreasurer 

You may need an additional app to do so. Donation receipts, or donation tax receipts, are a form of donor communication that provide official documentation of a gift made by a donor. Donation receipts (often written in the form of an acknowledgment letter) let the donor know that their donation has been received and gives the nonprofit an opportunity to express their gratitude. You can use the donation receipts to provide donors with important information needed for tax purposes.

That is exactly my problem.

The report we need should show all payments done in the selected period regardless of how they were entered into QB, invoice payment or sales receipt. For tax purposes only the money donated (paid) counts.

Hi there, MMtreasurer. 

I'll be glad to share what I know about the report that you should use with the said year-end donation statements.

You just need to pull up the transaction list by customer report and customize it for paid invoices and the correct report period, check the accounting method as well.

For the sales tax, you can pull up the taxable sales and sales tax liability report to compare the data and export it if necessary.

In addition to that is an article to help you on how to customize reports in QuickBooks Online.

Don't hesitate to comment if you have clarifications running your report. Have a great day!

We have the same problem, too. We managed to create the "Donation detail report" by following the above instructions. However, it is just a list for the selected donors with selected period.

As a NGO, we need to send/email a summary to each individual donors showing their donation detail for the whole tax year for their tax purpose. It is just like a bank sending a yearly statement to their individual customers showing monthly mortgage interest. And this statement function is just not working!

We have been searching for different options and going through different QB discussion pages. But it seems no one understand our needs or no solution is available. I don't understand why QB doesn't provide this function in their non-profit version which every NGO needs!

Regards,

YPN

I appreciate you for looping into this thread to find a solution to your concern, YPN.

You may consider running the Transaction List by Donor and filtering the information to show all the deposits of a specific donor.

Here's how:

1. Go to Reports.
2. Enter the Transaction List by Donor in the search field.
3. Click the Customize button.
4. From the Filter section, click Transaction Type and choose Deposit.
5. In the same section, click Donor and choose a name.
   
6. Click Run report.

Repeat the process with the other donors. Then, you can then print and send it to them. To do that, just click on the printer icon located at the upper portion of your report. 

Here's a sample screenshot for you:

I adding some articles about managing a wide range of reports in QBO. Feel free to check them out anytime:

• Run reports in QuickBooks Online
• Customize and modify columns on reports
• Memorize reports in QuickBooks Online

Feel free to visit our QuickBooks Online learning guides for tutorials and webinars about the product.

If you have follow-up questions about managing donor reports in QBO, please let me know by adding a comment below. I'm always here to help. Have a good one!

@cpblaszczyk  @MMtreasurer  @YPN 

Yes, QuickBooks A/R statements and reports won't show you the data needed for donor letters/statements. QuickBooks doesn't have a feature to create such statements, showing the reportable payments for the year or other period.  Instead, use our BRC Donor Statements - QB Online or BRC Donor Statements - Desktop  tool to create the statements.

These tools report on cash received and will include Payments on Invoices, Sales Receipts, and Deposits - in cases where you record your donations directly as deposits. You can include a detail or summary table of donations, or no table. You can include custom text to thank your donors, complete with "mail merge" type fields, so each statement will address the donor by name, and can include the donation total and other fields in the text. You can also include logo and signature files on the statements.

The tools create statements that are ready to print, tri-fold and mail, and if you use windowed envelopes you can print your company and donor addresses on the statements - and align them - so you don't even need to create and use use address labels.

I agree - Non profits need to be able to run donor reports that include name, address, and amount they gave into an excel format.  All you offer is to run a report "income by donor summary" which is useless for end of year receipts to 100s if not 1000s of donors!!

It is terrible that with all the churches and nonprofits that Quickbooks have as customers they have not come up with a quality solution to this matter.  Every year, I spend hours and hours preparing Donors Report, and I have to do them one by one.  On Quickbooks Desktop, it gives the option to print the reports by name, but not QB Online.  Also, there is not a single Customizable Report that really works the way it should be.  Maybe if we send a petition to Quickbooks to do something about it, they might hear us. 

So nice that there is a software to do what is needed but that is another yearly subscription that is something that should be part of quickbooks already.  Definitely this is hard to understand why this is not a standard report for a non-profit already.   I can get the detail report to print but there is NO option to print each customer/donor on a separate page - only available for financial reports.  I also find the reports are not as customizable as they would believe you to be.   Really antiquated for what is supposed to be a premier program.  IMHO

www.donorstatements.com

We built a powerful web app to address this gap in QuickBooks functionality. Our app makes it extremely simple to bulk generate beautiful IRS-compliant statements for all your donors as once, or create a statement for an individual donor. We also have powerful filters to tailor make statements according to your own criteria. You can set our app to automatically email statements to each donor, or print a PDF (preformatted to fit standard #9 double window envelopes) to mail them out for a more personal touch.

www.donorstatements.com