Touchpoint Software Documentation | Electronic Only Statement Option

Electronic Only Statement Option

Your donors may decide that they do not need a mailed Contribution Statement, but instead will retrieve their own statement electronically. The setting for this is on the Giving > Statements tab and also the Profile > Member tab of the people record. It is in the section with the other Statement/Envelope Options.

This setting can be edited by either the donor (if they have a TouchPoint user account), or by the staff.

For churches that do not plan to mail any statements, they may want this flag to be set by default for every new record that is created. If so, the System Admin can add a setting to the database named ElectronicStatementDefault.

Important

TouchPoint does not allow you to email all statements due to security concerns with email. See below for instructions.

Electronic Statements

If your church does not mail any statements, you will need to notify all donors that their statements are ready.

Step 1

In Search Builder, create a search for those with contributions during the time period for the statements. You can do this based on Recent Contribution Count or Recent Contribution Amount.

Step 2

Send an email to those in your search results letting them know that the statements for that time period are ready. Instruct them to log on to TouchPoint, go to their people record Giving > Statements tab and click the year to generate their PDF statement.

Be sure to include information about creating a user account if some of your donors do not have one already. See FAQ below.

Identify and Notify Donors with Electronic Only Flagged

If you are mailing statements to those who have not opted for Electronic Only Statements, you will need to create a different search so that you can email only those who will not receive a mailed statement.

Step 1

In Search Builder, create a search using either of the Conditions mentioned above. Then add the Condition Wants Electronic Statement Equals True.

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Step 2

Send an email to those in your search results letting them know that the statements for that time period are ready. Instruct them to log on to TouchPoint, go to their people record Giving > Statements tab and click the year to generate their PDF statement.

FAQ

Will these donors receive their Statements via email?
No. Email is not considered a secure enough medium for this type of use. Therefore, we will not send these as attachments in an email. For example, if you do not receive paper statements from your bank, you are still required to log on to view/print your statement. That’s the way this works in TouchPoint.
Should the church do anything relating to these donors at the time it prints the normal Statements?

Yes. They should send an email to the donors who have opted-in for Electronic Only Statements. Let them know that the current quarter’s contributions have been posted and that they can log on and generate their statement. You might also want to include, either in the body of the email or as a link to an attachment, any communication that would be included in the envelope with the mailed Statements. This might be a letter from the Pastor thanking them for their faithful giving. Or it might be a list of recent projects that have been paid for by their generous donations.

How will a donor get their statement electronically?
The donor will need a user account for TouchPoint. This can be a My Data, OrgLeadersOnly, or a Staff type of user account. The donor will go to his people record, click on Giving > Statements and then click on the year for which he needs a Statement. This will open as a PDF and the Statement will be just like the ones that are mailed.
When the church prints the normal statements for all the donors, will statements print for those who have opted-in for Electronic Only Statements?

No, they will not print if you select the option Exclude Electronic Only. This gives the church the option to include these donors when they mail the year-end statement, but exclude them for the earlier quarters of the year.

What is the best way for the church to help people create a user account so that they can log on and print their Statements?

We suggest creating a search in Search Builder for those adults who are donors and who do not already have user accounts. Then send an email to those people, giving them a link to the log on page for your church TouchPoint database. Once there, they just need to click Request a Password. This will send them an email with a link to set their password. Request a Password is dependent on the person having a good email address in the database. So, if you email them that information and they receive it, there is one in the system. So this will work for them. Be sure to include in your email some of the other benefits of having a My Data account in addition to printing their own Statements.

See also

My Data Accounts

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