Contents - Index

Entering pledges

A pledge is when a donor promises to give a certain amount over a certain period of time. Click here for more about pledges. Pledges can be entered as follows, (you need to purchase the Pledge Tracking module first):

1. Click the Donations icon.  With the demo/trial version you must choose pledges from the pop-up menu.  If you have purchased the Pledge Tracking module you should right-click the Donations icon.

2. Give the date of the start of the pledge period, then press the Tab or Enter key. For example: if the pledge period runs for one year from Jan-Dec of 2012 you would enter Jan 1, 2012 for the pledge start date. Adding will be displayed on the bottom of the window.  If the restricted access (teller) password was given then the date must be within the last seven days. (This can be changed in the Preferences window.)

3. Find the donor whose pledge you want to enter, by changing the donor number or envelope number then pressing either the Tab key, the Enter key, the + key on the numeric keypad or the = key.

4. Enter the amount pledged in the appropriate category.

5. Indicate how often the donor will give the amount given in step #4. You may indicate a multiple of a month or a week.  Pledges can also be given twice a month (on the 15th and end of the month; also called bi-monthly).  Change this by clicking on the word month, week or Twice a month. To indicate paying annually, enter every 12 months, for semi-annually, enter every 6 months, and for quarterly, every 3 months.    Also enter how many years the pledge will last.  You can also indicate you are providing the total to be given over the entire pledge period.  To do that click on Twice a month and it will say In total. Most reports have the option of showing or not showing the pledges.   Tax receipts and quarterly statements will show both the amount given and the amount pledged.  You can also print reports for donors who fall short on their pledges or those who have fulfilled their pledges.

 Please be aware that when someone pledges weekly, the total pledged and given for the year could be 53 times the weekly amount. This will happen when Jan 1st is the day you normally accept donations.  Then each person will give 53 times that year.

6. Most donors will spread their pledges over the entire pledge period.  However, sometimes a donor wants to pay off their pledge sooner.  For example for a three year pledge, some donors will give the entire amount during the first year.  In such a case, you should enter that they will give a certain amount in total. When doing reports, to show the correct amount you expect to receive per year, such a person's pledge will be shown as one third of the total.  You can also make it show the total to be received by selecting Show total pledged for the period when doing a report.

7. Click [Done] in the menu bar or press F10 when you are finished.

8. If a donor gives a donation and also pledges an amount on the same day then first enter the amount pledged and click [Done]. Then click the Donations icon and enter the donation.




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