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Annual Statements

Topics on Annual Statements

How to I apply a letterhead to an Annual Statement but not change the general letterhead on the Merchant Facility?

Different Letterheads can be applied at the Letter level. Use the following proce ...

Different Letterheads can be applied at the Letter level. Use the following procedure, but apply to the Notes and Attachments on the Letter record.

How do I change the reporting period for the Single Annual Statement?

The Pdf name is maintained in the email template that is sent along with the stat ...

The Pdf name is maintained in the email template that is sent along with the statement pdf.

To change PDF name

Go to Setup->Classic Email Templates-> select folder: "Payments2Us" - search for 'Single Annual Statement w/ PDF' - click into the Email -- press "Edit Template" button.

Scroll down to "c:PDFStatementComponent aid="{!recipient.accountId}" cid="{!recipient.Id}" layoutType="NONE" subject="Statement {0} - {1}" reportingPeriod="CurrentFY"/" and adjust the reportingPeriod to either "CurrentFY" or "PreviousFY"

The Fiscal year date range is maintained in standard Salesforce setup under: setup - search "Fiscal Year" (Consult Salesforce online help for more information if needed)

How to change the name of the pdf. that is send?

The Pdf name is maintained in the email template that is sent along with the stat ...

The Pdf name is maintained in the email template that is sent along with the statement pdf.

To change PDF name

Go to Setup->Classic Email Templates-> select folder: "Payments2Us" -> search for 'Mass Annual Statement w/PDF' -> click into the Email --> press "Edit Template" button.

Scroll down to "<messaging:attachment renderAs="PDF" filename="Annual Statement {!YEAR(TODAY())}.pdf">" section and then replace the file name with your custom text.

Please note:

  1. The Statement Generated will not have the new text. As this is rendered when the email is sent.
  2. The Pdf sent with the email will have the new custom text you have given. To test the new wording for the pdf, you will need to press Statement Send button.
  3. The fields that you can use in this template are from Contact and Campaign Member.

How can I simply preview an Annual Statement after making changes?

The context of the Merge Field of Annual Statements is from the Contact Object. T ...

The context of the Merge Field of Annual Statements is from the Contact Object. This is in comparison to Receipts that are from the Payment Txn Object.

The best way to test/check is by:

  • Creating a test Annual Statement Campaign. Make sure the "Statement Letter" is linked to your "Letter" record.
  • Adding a single Contact to the Campaign
  • Running the Annual statement process for the initial PDF generation. (Note, this is only required once as it saving details such as time frame etc. onto the campaign. If doing subsequent previews, you can skip this and the above steps)
  • Click into the Campaign Member
  • Press the "Annual Statement" button to preview. If you cannot see this button, then make sure you have clicked on the Campaign Member and not the Contact. If you still cannot locate, ask your Salesforce Administrator to add this button to the Page Layout.

Note:
Previewing or generating statements does not send emails.
Emails are only triggered during the “Statement Send” process and depend on Campaign Member Status.

 

 

Can the Annual Statement show additional total of another column?

Important: This article provides general guidance only. Custom totals on Annual S ...

Important: This article provides general guidance only. Custom totals on Annual Statements are not standard Payments2Us features and require Salesforce configuration. If you need assistance implementing this, Premium Support blocks are recommended: 
Payments2Us Support Packages

 

 

Overview

The Annual Statement Generator allows you to add additional amount columns (e.g. Tax Amount) to the table of transactions. However, the system’s built-in total at the bottom of the statement table always sums the Banked Amount field.

If you want to show one or more additional totals (such as total Tax Amount, total Non-Deductible Amount, etc.), this can be achieved using Salesforce configuration outside the table itself. This is a supported pattern used by many organisations, but it is not delivered as standard functionality.

 

What you can do

  • Add a new column (e.g. Tax Amount) to the Annual Statement table.
  • Create your own totals using a rollup field (typically on Contact).
  • Insert one or more custom totals anywhere in the body of the letter.
  • Optionally remove the system-generated totals table.

To display totals for other columns (such as Tax Amount), this can be achieved with configuration setup/change and custom wokrk. Instead of relying on the system-generated totals, you would need to add the new column to the statement table, create your own total using a Salesforce rollup field, and insert that custom total into the total table's panel. 

This method supports displaying multiple totals, such as:

  • Total Deductible Amount
  • Total Non-Deductible Amount
  • Total Tax Component
  • Total Donation Amount

Need help implementing this?

Because this requires Salesforce configuration (field sets, rollups, template changes), assistance falls under Premium Support or consulting. If you or your Salesforce partner need guidance or implementation support:

Payments2Us Support Packages

Why are my Annual Statement emails not sending after Statement Generate or Statement Send?

Overview If your Annual Statement emails are not being sent, the cause is usually ...

Overview

If your Annual Statement emails are not being sent, the cause is usually the Campaign Member Status applied during the statement process. This behaviour is also affected by the Save PDFs option selected during statement generation.

 

Why this happens

Payments2Us uses separate processes for generating statements and sending emails:

  • Statement Generate creates the statement output
  • Statement Send applies the sending logic and updates Campaign Member Status

The email workflow only runs when the Campaign Member reaches the status: Statement Send

If the Campaign Member instead moves to a different status such as Statement Generated or Statement Download, the email will not be sent.

 

How the “Save PDFs” option affects email sending

Save PDFs Option Campaign Member Status Applied Email Sent?
No – Email PDF Statements Statement Send Yes
Yes – Only Contacts without Email Statement Send Yes, for email-eligible Contacts
Yes – All Contacts Statement Download No

 

What to check

  • Confirm that Statement Send has been run, not only Statement Generate
  • Check the final Campaign Member Status
  • Review which Save PDFs option was selected
  • Confirm the Contact has a valid email address
  • Confirm the statement total is greater than zero
  • Ensure the Campaign has the expected active Campaign Member Status values

 

Expected behaviour

If you select Yes – All Contacts, PDFs are saved against the Campaign for all Contacts, but the Campaign Member moves to Statement Download. In this scenario, the email workflow does not run.

If you want emails to be sent, the Campaign Member must reach Statement Send.

 

When pressing Send Statement button, why does the Campaign Member Status not updated to "Statement Send"?

When the "Statement Generation" is pressed, this runs a processor that generates ...

When the "Statement Generation" is pressed, this runs a processor that generates and saves PDFs against a contact.

This also updates a field on the Contact called "Last Generated Statement Amount".

When the "Send Statement" process runs, it only updates the Campaign Member status where the related Contact - "Last Generated Statement Amount" is greater than zero.

This is so Statements are NOT sent out when the statement does not have a value or is negative.

 

Related: Emails Not Sending

If your Campaign Member Status is not updating as expected, or emails are not being sent, this may also be related to the **“Save PDFs”** option selected during processing.

See: Why are my Annual Statement emails not sending after Statement Generate or Statement Send? - This article explains how Campaign Member Status and email sending are linked.

PDFs are not being stored against the Contact

Please check all of the following: PDFs are only created and saved during Generat ...

Please check all of the following:

  1. PDFs are only created and saved during Generate phase. They are not generated and saved again when sending
  2. Statements are only generated for Contacts that are Campaign members of the Statement Campaign
  3. Check if there are any errors logged on Payments2us Error logs. If any, please see FAQ 5.
  4. The Statements are stored in Notes & Attachments related list of Contact and NOT in Files related list.
  5. Make sure you have Statement Letter specified on the Campaign.
  6. If you are on a release prior to 5.4, then you need to disable a critical update for "PageReference getContent() and getContentAsPDF() Methods Treated as Callouts"

This is done by going to setup (top right), then enter "Critical Update" in the Quick find/search. Click into "Critical Update" and press the "Deactivate" link next too "PageReference getContent() and getContentAsPDF() Methods Treated as Callouts".

If this Critical Update option no longer exists, you'll need to update to a new version. See the upgrade procedure at: How to perform an upgrade

Why are PDFs not created against the Campaign?

The PDFs are created against the Contact for the Statement Generate process. The ...

The PDFs are created against the Contact for the Statement Generate process.

The PDFs are created against the Campaign during the "Statement Send" process when the "Save as PDF" option selected is "Yes - Only Contacts without Email" OR “Yes - All Contacts”.

Related: Email Sending Behaviour

The “Save PDFs” option also impacts how Campaign Member Status is applied and whether emails are sent. If you are expecting emails to be sent along with PDFs, see: Why are my Annual Statement emails not sending after Statement Generate or Statement Send?

Why does the Annual Statement Attachment preview on Contact comes up blank?

1. Overview This article relates to previewing the Notes and Attachment PDF that ...

1. Overview

This article relates to previewing the Notes and Attachment PDF that is generated and saved after the "Statement Generation" process is complete.

When previewing the PDF, the document is blank/empty.

The first step is to check the PDF Preview Generates correctly.  To do this:

  • Navigate to the Campaign
  • Click on the related Campaign Members and then click into the Campaign Member (be careful that you are now on the Campaign Member and NOT the Contact record).
  • Press the "Annual Statement" button to preview. If you cannot see  this button, then make sure you have clicked on the Campaign Member and  not the Contact. If you still cannot locate, ask your Salesforce  Administrator to add this button to the Page Layout.

If this shows the Statement PDF correctly, then please continue with this procedure.

The issue is related to Salesforce settings.  Please review the Salesforce Help Article: Impact of "Session Security Level Required at Login" set to "High Assurance" on asynchronous processing.  The following Salesforce noted issue "Two Factor authenticated user having session setting set as 'High Assurance' and Async apex generated PDF attachment, file content shows as blank" has some more information.

The following article provide some guidance for addressing this issue.  Please note, as this is a Salesforce environment related issue, our standard support is unable to provide more information or assistance.  Please contact Salesforce directly for more help.

  1. Navigate to setup (Cog in top right)
  2. Search "Profile"
  3. Click into menu item for "Profiles"
  4. Click on the Profile being used by the User(s) that need to generate Annual Statements.

2. Disabling "High Assurance" at the profile level permission

Click into Session Settings

  • Click the "Edit Button"
  • Set "Session Security Level Required at Login" as "--None--"
  • Save

3. Enabling High Assurance for User Login Level permission

You can update the user profiles permission to have the "High AssuranceXXXXX" set at the profile level or create a new permission set.  The following steps are for creation of a new Permission Set as standard profiles have this setting read only.

  1. Click on setup cog (top right)
  2. Search "Permission Set"
  3. Click on "Permission Sets" menu item
  4. Press "New" button to create a new Permission Set
  1. Give the Permission Set a name
  2. Select "Salesforce" as the License
  3. Press "Save" button

Click into System Permissions

  • Press Edit
  • Locate "Multi-Factor Authentication for User Interface Logins" and select
  • Press "Save" button

Press "Manage Assignments" button

Press "Add Assignment" button

  1. Select Users to assign permission set to
  2. Press "Next" button

Press "Assign" button to complete

 

Why does the "Annual Statement" button on the Contact show a blank or incorrect Annual Statement

The button "Annual Statement" on the Contact record is NOT Supported.   Please re ...

The button "Annual Statement" on the Contact record is NOT Supported.  

Please remove this button from the Contact Page Layout.

The method to preview an Annual Statement for a Contact is to press the "Annual Statement" button on the Campaign Member.  Please see How can I simply preview an Annual Statement after making changes? 

I don't want the membership number to show on the statement header

If you would rather have say "Supporter No." then: On the Campaign you are runnin ...

If you would rather have say "Supporter No." then:

  • On the Campaign you are running the Statements from, click into the Payment Form that you've linked to this Campaign. Alternatively, go to the Merchant Facility Tab, click into the Merchant Facility, scroll down to the Payment Forms related list and click into the Payment Form that you'd use for your annual statements or the Payment Txn's are linked to.
  • Update the value in the field "Membership Id Label" to be what you would like - e.g. "Supporter No."

If the changing of the label is not what you are after, then you can replace the entire heading.

See How to put your company letterhead on the Receipt Template 

Why are my annual statements missing details, or why is the Table of Transactions missing?

On the Letter being used for Annual Statements, make sure the following are set: ...

On the Letter being used for Annual Statements, make sure the following are set:

  1. Set "Body Text" to "Short". This is needed so the text part does not take up all of the page and leaves room for the line items
  2. set "Print Line Items" to Checked. This is needed so the table of Payment Txn (payments/donations during the year)
  3. set "Primary Payment Type" to "Statement"

Now, press the "Refresh" Button (4).

Alternatively press the "Letter Builder" button (or your instance may have "Letter Builder [Beta]"), then press “Refresh” button.

Why am I not getting any line items on my statements?

On the Campaign for Statements, check the related Statement Letter to make sure t ...

  • On the Campaign for Statements, check the related Statement Letter to make sure the field "Print line items" checkbox is selected. After Selecting, make sure you press the "Refresh" button on Letter builder.
  • Make sure the criteria on the Statement Generation selection matches the Payment Txns that are related to the Contact you are checking. In particular
    1. ONLY select the "Only Include Transactions for Selected Campaign" If the Payment Txn Campaign Matches the Campaign that you are running the Annual Statement for. This checkbox is most relevant if you have a Campaign for regular donors and are then running the statement generation from that Campaign. Setting this option would only include those regular Payment Txn and exclude other donations/payments that are linked to other campaigns.
    2. The Transaction Date on the Payment Txn's is in the range of the From Date/To Date selection.

What are the various Campaign Status's used for

The Campaign Members of the Campaign for will have the Status updated for the var ...

The Campaign Members of the Campaign for will have the Status updated for the various steps. These are:

  • Statement Generated : This is for the first step where a PDF is generated and stored against the Campaign Members related contact record
  • Statement Send: This is the status initially assigned when a request is made to send (email) the statement to the Contact. The workflow "Send Annual Statement" is triggered by the Campaign Member Status of "Statement Send" and is the mechanism for emailing the statement.

To manually resend a statement, you could simply change the Campaign Member Status to "Send Annual Statement" and it will send it again.

Additional Status: Statement Download

In some scenarios, Campaign Members may be set to “Statement Download” instead of “Statement Send”.

This typically occurs when the “Save PDFs” option is set to: Yes – All Contacts

In this case:
- PDFs are saved against the Campaign
- Emails are NOT sent

For full details, see: Why are my Annual Statement emails not sending after Statement Generate or Statement Send?

Why getting error - "PDFStatementGenerateProcessor- Apex Batch Error, Exception: System.Unexpected Exception, PHASE:EXECUTE......."?

Please check the merge fields on the letter object. The most common issue with th ...

Please check the merge fields on the letter object.

  • The most common issue with the statement generation is merge fields are not valid.
  • Use the letter builder/email templates to add fields to the merge text.

If you've added custom fields to the field sets, try removing those and testing again. Please note, for field sets, you can only add fields from that Object and NOT related object (e.g contact FirstName).

On the statement campaign, related list campaign members.

  • Click into a campaign member - press the annual statement button there.
  • This might show an individual statement PDF generation error message that might be helpful.

Another item to try is removing most of the text from the receipt letter body and retrying.

NOTE: please do not remove all text, but leave a little - e.g "Hi Donor". If the removing of text works, use the Letter Builder to add fields back in.