The Utilities - Pledges|Thank You Letters page enables you to extract data to print donor thank you letters (without tax receipts). These letters can be issued to the donor, default receipt contact or referrer contact.
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Information
You can only extract thank you letter data for orders that have a printed tax receipt.
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When you extract the data for a thank you letter, a correspondence record that can be accessed on the Customer Services - Customer|History|Correspondence page is created.
To extract thank you letter data:
1.Open Utilities from the Desktop.
2.Select the Pledges tab.
The Pledges|Tax Receipts page appears.
3.Select the Thank You Letters tab.
The Pledges|Thank You Letters page appears.
4.Enter the criteria that will be used to search for donations to which you want to provide a tax receipt and the template to use for the receipt.
5.Click 'Preview'.
The preview section displays a sample of those donations that met your search criteria. Not all of the donations that met your search criteria are displayed.
6.Select an output type from the 'Extract' dropdown:
Save the report/extract to your local computer or network.
a.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
Once you run the report, follow the Windows prompts to open or save the file.
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Email
Email the report/extract to multiple recipients in multiple formats at once.
a.Email Address: Enter the email address of the recipient.
b.Email Subject / Email Message: Enter a subject and message, respectively.
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Information
When emailing an HTML report links and images will not function.
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c.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
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Save the report/extract to a specified server.
a.Before you can use this option, you need to set up a target destination.
b.Target Name: Select where you want to send the report/extract.
c.Target File Name: Enter the name that you want the report/extract to be saved as.
You can also add the following to the file name:
•%d: The date will be added to the file name in the YYYYMMDD format.
•%t: The time will be added to the file in the HHMMSS format.
d.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
After you save the report/extract, the field will display  instead, allowing you to verify the URL
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Print the report/extract to a local or network printer.
a.Printer: Select a printer.
b.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
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View the report/extract on screen.
a.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
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Save the report/extract to an FTP site with secured/encrypted delivery (SFTP).
a.Before you can use this option, you need to set up a target destination.
b.Target Name: Select where you want to send the report/extract.
c.Target File Name: Enter the name that you want the report/extract to be saved as.
You can also add the following to the file name:
•%d: The date will be added to the file name in the YYYYMMDD format.
•%t: The time will be added to the file in the HHMMSS format.
a.Format: Select the appropriate format for the report/extract (AVDOC, CSV, HTML).
After you save the report/extract, the field will display instead, allowing you to verify the URL.
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7.Click 'Extract'.
Follow the prompts to either open or save the extracted file.
Report Formats
While selecting a report’s output, you can also choose the report’s format:
•AVDOC: Formats the report as a PDF (portable document format).
•CSV: Formats the report as comma separated values (CSV). This allows you to view the report in programs like Microsoft Excel.
•HTML: Formats the report as hypertext markup language (HTML), the standard markup language for creating website and applications.
•application/JSON: Formats the report as JavaScript. This allows you to more easily consume report data for dashboards, data warehouses or other sites or system functions.
