Last Updated: 10/2/2025
Mailable Fund Statements
akoyaGO users can run a process that will create printable fund statements with cover and back pages.
Things to know:
Mailable fund statements can be run on one of three Fund Connection types - Fund Statement Recipient, Donor Email List or Donor Portal Access (GOfund). Please ensure that all fund statement recipients have one of these connections. See the Adding Fund Connection knowledge article for more information.
Mailable Fund Statements Setup
Step 1: Create a merge document for the cover and back pages
The first step in setting up mailable fund statements is that you must build the cover and/or back page if those will be needed.
If you intend to mail the fund statements using a window envelope, we recommend using merge fields to pull in each entity's address.
Open a new Word document and navigate to Quick Parts inside the Insert tab.
Choose Field
Choose Mail Merge in the Categories dropdown.
Choose Merge Field in the Field Names list.
Fill in the Field Name.
Important: Because we are pulling fields from three different tables (Contact, Constituent, and Donor) and each table has its own names for fields like address and name, we have established a key that you will use to pull those fields into your merge document. Each �key� field corresponds to a field on Contact, Constituent and Donor.
Below is the merge field key. Beside each key is the corresponding logical field name on contact, constituent, and donor in that order.
Merge fields key (contact, constituent, donor)
Name (fullname, name, akoya_formaldefault)
Address1 (address1_line1, address1_line1, akoya_donor_street1)
Address2 (address1_line2, address1_line2, akoya_donor_street2)
City (address1_city, address1_city, akoya_donor_city)
StateProvince (address1_stateorprovince, address1_stateorprovince, akoya_donor_stateorprovince)
PostalCode (address1_postalcode, address1_postalcode, akoya_donor_postalcode)
Country (address1_country, address1_country, akoya_donor_country)
EmailAddress (emailaddress1, emailaddress1, emailaddress)
Phone (address1_telephone1, address1_telephone1, <none>)
For example, given the key above, to pull in the fund statement recipient's name and address for a window envelope, your merge fields in the word document would look like this:
Step 2: Create the Fund Statement Template and upload the merge document
In the CRM, navigate to the Letter Templates table under Mailings. Mailable fund statements run using the same Letter Template functionality as your grant award letters, for example.
Step 2.1 Create new Letter Template
Click +New in the Letter Templates table.
Step 2.2 Create Letter Template File
Each Letter Template requires a Letter Template File record. If you are setting up mailable fund statements for the first time, you will likely not have an existing Letter Template File record for this process. Create a new one.
Name this record and save. Now the Template File upload field is available. Upload the merge document you created.
Save and Close. Now you can select the Letter Template File you just created.
Name the Letter Template and select Fund Statement in the Regarding To field.
If you are utilizing a front cover and a back cover page, repeat this process for the back cover page. Be sure to name the letter templates so that they represent the contents of the merge document. You will have the chance to select them later in the process.
Save and Close. Setup is complete, you can now run the fund statement job.
Run Fund Statements
Below is a flow chart of the process of running mailable fund statements.
On the Fund table, there is a toolbar button called Fund Statements. Fund Statements can be run on an individual fund or in bulk. To run statements for all records in the current view, simply click the button and fill in the dialog box. If you know you want to run statements for all funds in the view, there is no need to select all funds.
A dialog box will appear wherein you can set filters for the fund statements.
Start and End Date will default to the current year to date. Change the dates if needed.
Document Name will be the name of the compiled PDF document wherever it is stored. The input in this field will also be the name of the Fund Statement Letter Template Session. Update this field if desired.
Print Options:
- Print One Statement Per Fund: This option will simply print one fund statement per selected fund. *This will not include cover or back pages. This option prints the fund statement only.*
- Print Fund Statements for All Recipients: If selected, you will then have the option to drill down further on fund connection type and choose your cover/back pages.
Contacts that have connections to multiple funds will print as cover page (if selected), fund statement 1, fund statement 2, fund statement 3, etc., back page (if selected). So that you can group each person's batch of fund statements together and mail them easily.
o Connection Roles:
Donor List Email: Prints fund statements for each Donor List Email connection.
Donor Portal Access (GOfund): Prints fund statements for each GOfund connection regardless of whether or not fund statement access = Yes on the connection.
Fund Statement Recipient: Prints fund statements for each Fund Statement Recipient connection.
o Cover Template: Select from the list of Letter Templates where Regarding To = Fund Statement. This is the page that will print first for each fund statement recipient. If none is selected, no cover page will print.
o Back Template: Select from the list of Letter Templates where Regarding To = Fund Statement. This is the page that will print last for each fund statement recipient. If none is selected, no back page will print.
- Save Options:
o Don't Save: The compiled PDF will save nowhere except the Fund Statement Letter Template Session.
o Save to Fund Documents: The fund statement will save to the Documents tab for each fund on which it was run.
o Save to GOfund Documents: The fund statement will save to the GOfund Documents folder for each fund on which it was run. If a GOfund Documents folder does not exist, this option will create it. Please be mindful of this as GOfund users with documents access can see the contents of the GOfund Documents folder.
- Format for double sided printing: check this box if you want the fund statement run to print double sided.
Click Generate when you have finished with the dialog.
Fund Statement Letter Template Sessions
As with running grant award letters, when you run a batch of fund statements, a letter template session will be created where you can check the progress and see any failures.
These sessions live in a separate table called Fund Statement Letter Template Sessions in the Mailings section of the Fund Management workspace.
The Fund Statement Letter Template Session will reflect the parameters set in the dialog box for each session. All fields in these records will be locked and are to be used for reference only.
The Status will be In Process, Success, or Error. If Error, the Status Description will have details about the error.
If the error stems from issues with the merge document, you will need to delete and reupload the corrected document in the Letter Template File.
The Fund Statement Letter Template Session also contains the compiled .pdf file for the run in the Documents tab. To print the fund statements, open the PDF and print using your local printer.
Current Limitations
Currently, the fund limit for running fund statements is 1,000 funds. If this process is attempted on more than 1,000 funds per batch, the process may fail.
To run fund statements on more than 1,000 funds, our recommendation is to create views based on Fund number so that each view does not exceed 1,000 funds and the subsequent view picks up where the first 1,000 left off and so on.