Managing Year-End Transactions

Most nonprofits will raise 40-80% of their income in the last two months of the year. This obviously represents a huge impact on their bottom line and their ability to deliver services in the next calendar year. The impact of year-end giving places a lot of stress on nonprofits and their donor management systems.  That includes MatchMaker FundRaising Software.
Transactions arriving prior to year-end do not pose a problem. You simply enter the transactions into MatchMaker as you always have. The concern arises with gifts that arrive after December 31st.
The following statements are from IRS Publication 526, Charitable Contributions:

  • Time of making contribution. Usually, you make a contribution at the time of its unconditional delivery.
  • Checks. A check you mail to a charity is considered delivered on the date you mail it.
  • Text message. Contributions made by text message are deductible in the year you send the text message if the contribution is charged to your telephone or wireless account.
  • Credit card. Contributions charged on your bank credit card are deductible in the year you make the charge.

Everyone who is doing data entry needs to be aware of these IRS regulations when entering year-end transactions.

Most donors who write checks up to and including December 31 are anticipating a tax-deduction for 2015.  Using the IRS ruling, the postmark on the envelope needs to be no later than December 31, 2015. Therefore, if the check is dated 2015, but the postmark is 2016, then the donation and subsequent tax-deduction are 2016. The IRS is very clear about this.

Consider letting your donors know the IRS policy by adding to your appeal information:  “All contributions postmarked by December 31, 2015 will be tax-deductible in 2015. IRS Publication 526 on charitable giving states:  ‘A check you mail to a charity is considered delivered on the date you mail it.’”

By providing donors with information, you will be helping them and also making your job much easier.
Don’t throw out the envelopes. When entering year-end transactions into MatchMaker, if the transaction arrives after January 1 use the date on the envelope as the entered date.  This will put the transaction in the correct calendar year for reporting purposes.

Year-end transactions are important to your revenue stream. Entering them correctly in MatchMaker is important to your organization and especially your donors.

MatchMaker FundRaising Software Updates – Version 4.0

For more than a year the MatchMaker FundRaising Software team has been hard at work developing our latest software update.  Version 4.0 focuses on a revamped and comprehensive new Event Management module, a new rapid transaction entry and an efficient search function that can be used on any screen in MatchMaker.  Along with our major features, we have updated the application with new reports, increased database performance, a new updated application skin and other client requests.  Below is a list of a few of the items in the latest version:

Qgiv Clients
1. If a constituent is deleted or merged in MM prior to importing transactions, a zero ID will show on the constituent row – fixed
2. If the same new constituent makes separate transactions, constituent records will combine upon import.
3. Ability to change the gift type in the Qgiv import screen.
4. Membership Renewal Date will auto calculate one year from the transaction date.
5. Membership Renewal Date is editable.

1. Rapid Transaction Entry added to Security
2. New Event Module

1. Postmark Date added to Transactions
2. New Event Items

1. New search feature
2. Can change the constituent info type without changing the value – fixed

1. New Rapid Transaction Entry (RTE)
2. Error after reversing transaction then going to pledges tab – fixed
3. Matching Gift issue – fixed
4. New Event transaction entry
5. Postmark Date added to transaction info tab
6. In-kind description size has been increased
7. Entering an event transaction, changing event name from one to another, event activity was removed – fixed
8. Changing an in-kind transaction from an event to a program, information showing up on the event reports. – fixed
9. Reversing In-kind transactions attached to an event – not releasing silent auction item for repurchase – fixed

1. Postmark Date added to General Field Group

Report Changes
1. Larger buttons on the print preview screen

Added Legacy Reports – for events prior to December 2015 (Reports –
Legacy tab bottom left corner)

Gift Report – pulling wrong email for constituents – fixed
Gift Report by Giving Codes – pulling wrong email for constituents – fixed
Tribute Donors – added combine primary & secondary option

Donor Receipt – added tender date and changed formatting
Phonathon – descending entered date order

New Reports


Event Table Team Detail
Participant List with Info
Participant Check-In


Percentage of New/Renew Members