Create a Tax Statement: Database Level (How to)

Tax statements can be created for individual accounts and in bulk. This article details how to create tax statements in bulk on the database level.

Before You Begin

Determine if tax statements will be sent via email or paper mail. Navigate to Legacy Mail within the Communications Feature, and select Create New Mail. 

Generate the Tax Statement

1. Step 1. List: select the Tax Letter subscriber list and select Continue.
   
   • Date range will auto-populate to current calendar year start and end dates.
2. Step 2. Recipients: choose recipients for the mailing by selecting a pre-made subscriber list or using specific criteria.
   
   • Basic: Anyone with Tax Letter - adds people with a payment to a charge type that is designated as tax deductible.
   • Advanced Targeting - allows inclusion/exclusion of accounts/people based on specific criteria
   • One At A Time - adds individual people to recipient list
3. Step 3. Options: select the checkbox to run in Draft Mode and/or Include a Cover Letter. 
   • If statements are being sent via email, determine which kind of email to generate: Mail Builder, Plain Text, or Rich text. 
   • Determine a time to send.
4. Step 4. Message: create the content of the email, the sender name, and the subject line. 
5. Step 6. Review: preview the message, send a test, and either send or schedule the email to be sent.

Select a Subscriber List

To generate statements, select the Tax Letter subscriber. 

Fields	Description
1. Tax Letter	Date defaults to current calendar year. Select a date in the past or future to show the balance on tax statements within a different time frame.

Choose Recipients

Fields	Description
1. How would you like to add recipients?	Options to add who should receive statements. Basic - select from specific Subscriber Groups Advanced Targeting - allows inclusion/exclusion of accounts or people based on specific criteria One At A Time - adds individual people to recipient list
2. Subscriber Groups - Anyone with a Tax Letter	Adds people with a payment to a charge type that is designated as tax deductible within the selected date range.
3. Recipients	Displays names of people who meet the criteria for the subscriber group selected above.

 

Tax Statement Options

Fields	Description
1. Draft Mode: Do note generate with an ID or track creation	Create a draft statement without a date so it can be regenerated in the future. Typically used in Canada.
2. Attach Cover Letter	Include a cover letter with the email or PDF version of the statement. Learn more about statement templates.

Next Steps

Continue through the final steps in the Mail Feature to send your statements via email or receive a PDF file of statements to send via paper mail.

Related Resources

• Using Template Text
• Creating Email (Advanced Targeting)