Summary: This guide explains how to prevent and fix duplicate tax statements caused by Admin Batch Giving entries that lack email addresses. Following these steps will help you merge duplicate donor profiles and ensure everyone receives a single, accurate statement.
Before You Begin
Warning: Do NOT delete people profiles to fix duplicate tax statements. Deleting a profile will orphan the transactions associated with it, making it significantly harder to generate a correct statement.
Placeholder Emails: When you enter a cash or check donation via Admin Batch Giving without an email address, the system automatically assigns a placeholder email (e.g., a random string of characters) to that transaction. This creates a secondary "Unknown" profile for that donor.
Goal: You want to Merge these placeholder profiles with the real donor profile, rather than deleting them.
Step-by-Step Instructions
Option 1: Merging Duplicates (Recommended)
This is the standard and safest way to fix split statements.
Identify the duplicate profile in your Tax Statement batch (often listed with a placeholder email or slightly misspelled name).
Navigate to People and search for that duplicate profile.
Edit the duplicate profile's Name to exactly match the real donor's name. This ensures the system recognizes them as potential duplicates.
Click the Merge Duplicates button (stack icon) in the top right corner of the People screen.
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Select the primary profile (the one with the correct email/history) and Merge the accounts.
Result: All cash/check gifts from the duplicate profile will move to the primary profile.
Regenerate your Tax Statement batch. The donor should now appear as a single entry with all gifts combined.
Option 2: Fixing "Deleted" Profiles (If you already deleted a person)
If you accidentally deleted a duplicate profile instead of merging it, the transactions are now stuck with no email address.
Navigate to Giving and click Back to Tithely 1.0.
Select View Giving Statements.
Locate the specific cash/check transaction that is causing the issue (the one belonging to the deleted profile).
Delete that transaction by clicking the Remove button.
Return to Admin Batch Giving in the 2.0 Dashboard.
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Re-enter the donation, but this time ensure you select the Correct Donor Profile with the valid email address.
Result: The re-entered gift will now be properly associated with the correct donor for their tax statement.
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Finally to get back to your 2.0 Tax Statements select People in the left hand menu.
Important Note: Do not run Tax Statements in 1.0, they will not be accurate.
Troubleshooting & FAQs
Why does my donor have two tax statements? This usually happens because a cash or check gift was entered without an email address. The system treats this "no-email" entry as a separate person. To fix this, follow the "Merging Duplicates" steps above.
I deleted a duplicate person, but they are still showing up on the tax statement list as "N/A" or without an email. Deleting a person does not delete their transaction history. Because the profile is gone, you cannot merge it anymore. You must delete the original transaction in Tithely 1.0 and re-enter it correctly (see Option 2 above) or simply add the correct email in the Tax Statement and send your donor two statements.
Can I just manually add an email to the tax statement list? Yes, you can click the caution icon on the far right of the donation in the Tax Statement batch to add an email. However, this will not combine their statements. They will still receive two separate emails: one for their digital giving and one for their cash/check giving. Merging profiles is the only way to send a single combined statement.