How to send out Annual Statements (bulk)
Often organisations are required to produce a statement or summary of transactions.
- Non-profit organisations - summary of all donations given during the financial year so the donor can claim the tax deduction.
- Corporates - list of transactions that a customer’s finance has asked for so they can reconcile their books.
IMPORTANT: If you are on a version prior to 5.4, the before running statements for the first time, please make sure Remote Site URL has been setup. Go to the Installation Manual: How to setup Annual Statements
1. Create a Campaign
1.2. Enter details about your statement

- Create a relevant name
- Tick to make sure the campaign is Active
- Select 'Other' for Type
- Select the Payment Form
- Select 'Planned' for Status
1.3. Enter text for your Statement and SAVE

Note: Mail merge fields can be added if required
There are two special statement mail merge fields:
- {!numberOfPayments} - number of related Payment Transactions
- {!totalAmount} - the total amount of all related Payment Transactions
You can use either a Statement Letter lookup field (recommended) as your template or the older Statement Field. Please note if both fields have values in them, it will use the Statement Letter over the Statement Text Field.
The Statement Text field is found on the Campaign. If you do not see this field, the you will need to edit the page layout (top right link) and then drag/drop this field onto the page layout.
A sample Annual Letter Statement is available if samples have been created. Click here if you you would like to generate samples. These can be used/cloned as letter templates for your organisation.
2. Add Members or Contacts
2.2. Refine selection based on your Annual Statement's requirements
Note: A report can also be run to summarise all your contacts, and then use the Add to Campaign button, and select the Campaign Member Status as Sent.
2.3. Add members with a status of 'Sent'

3. Generate Annual Statements
3.2. Select criteria for your Annual Statement and select 'Generate' button
- Select dates
- Leave blank if all transactions are included
4. Check Format
4.3. Check details are correct

- The title defaults to Annual Statement dates set up in the Campaign. This can be customised when generating the statements.
- The text can be mail merged. It uses information from the Contact and Campaign objects. Special fields from the Payment Txns include {!numberOfPayments} and {!totalAmount}
- Item in the columns are from the Payment Txn and relate to the Contact or Account. These are configurable through a fieldset called “statementTable”. The statementTable fieldset can be maintained in setup > Create > Objects then click into Payment Txn and scroll down the to the fieldsets section.