LII Contributions - Pledges: Dates-Frequencies (2-06)

1) Pledge Dates:

The Logos II Contribution module uses two date ranges for defining pledges Fund and Donor:

Fund (Preferences > Contributions > Fund) — Defines the beginning and ending dates of a pledge drive. No donor pledges can be entered unless a fund is marked as a Pledge Account and the Starting and Ending Dates of the campaign are entered. (NOTE: Always create a new Sub-Fund for each new pledge campaign so that all giving to that fund can be correctly linked to donor pledges.)

 

 

Donor (Data Entry > Pledges) — Defines the time period in which a donor intends to contribute to a pledge drive. Different donors may have different date ranges. The date range for Donor pledges must be either the same as or within the date range defined for the Fund. The Pledges routine will not accept dates outside the range of the Fund dates. If necessary to enter donor pledges that begin earlier or that will extend later than the Fund dates, extend the date range defined for the fund. This will have no impact on donors whose pledge dates are the same as or are within the “official” campaign dates.

If any donors need to have their pledge extend beyond the end of the campaign, simply change the fund’s Pledge Ending Date. You can then create a pledge for such donors with installments that extend beyond the originally Ending Date. Extending the Ending Date will require that the Ending Date for any new donor pledges that are to end as of the original ending date must be manually defined. This change has no effect on pledges already entered to be completed by the original Ending Date. Donor contributions received outside the date range of the pledge campaign are automatically credited to the donor’s pledge as long as the entries are made to that pledge fund. 

 

Recommendations:

1) Annual Pledges (Calendar Year) — Create a new Sub-Fund each year for funds to which people make a new pledge every year. Then enter all pledges and giving for the appropriate Sub-Fund. Once the new year has begun, unmark the Active check box for the prior year’s Sub-Fund. This will prevent new contributions or pledges from being inadvertently entered for the wrong Sub-Fund. (If a donor wishes to make a contribution to complete a pledge for the prior year, we recommend that you suggest increasing the current year’s pledge by that amount so that each year’s giving and pledge are contained within that calendar year. If the donor insists, you may re-activate an inactive fund temporarily in order to process such a gift.)

2) Multi-Year Pledges — Any pledge that extends from one calendar year to the next is automatically defined as a Multi-Year Pledge. This definition allows some reports that are being run for current calendar year giving the option to also report on giving from the start of campaigns that began in a prior year. As with Annual Pledges, if there is a series of campaigns for the same purpose, always create a new Sub-Fund for each new campaign. Follow the same guidelines as those for Annual Pledges.

3) Partial Year Pledges — A short-term pledge campaign that is to be completed in less than twelve months within one calendar year should have its own Fund or Sub-Fund that is used only for the length of the drive. Once the campaign is completed, the fund can be deactivated.

• Remember, the date range for the fund sets the default date range for all donor pledges created for that fund. Donor pledges can be defined for a shorter period within that range.

• The Starting Date must be the first of a month. This is necessary to allow accurate calculation of installments for the various frequencies. If another date is entered, the program resets it to the first of the month indicated. The Ending Date has no restrictions.

• Funds that have been deactivated will still print on reports if there is giving or pledge activity within the date range defined for the report.

 

2) Pledge Frequencies:

When entering individual donor pledges (Data Entry > Pledges), the system will set the Start Date to match the beginning of the current Frequency Period. Thus, a Weekly pledge starts on a Sunday; a
Monthly pledge starts on the first of a month, etc. This date cannot be earlier than the Start Date defined for the Fund.

The Frequency that you select determines how many Installments are calculated for the donor’s pledge. The installments are created with a Date Due set to the first of each frequency period. (You can edit the Date Due for the installments that are calculated, if needed.)
Pledge Year and Frequencies—Pledge campaigns can begins in any month and the Frequency selected will define the appropriate number of installments. For example, if a campaign begins on March 1 and extends to February 28 of the next year, the Annual frequency will generate one installment, on March 1. The Semi-Annual frequency will generate two installments (March 1 and September 1). And the Quarterly frequency will generate four installments (March 1, June 1, September 1 and December 1). You can edit the Due Date for installments once they have been calculated. For example, you
may want to have Life of Pledge or Annual installments become “due” at the end of the cycle instead of the beginning. Tracking Giving Towards Pledge—Longer Frequency periods (Life of Pledge, Annual, Semi-Annual) have some limitations in monitoring pledge progress.
Example: A donor pledge is entered as an Annual pledge of $600 for the year. The Pledges routine creates a default installment with a Due Date of January 1 (unless you edit the Start Date for the pledge). In both January and February, the donor gives $50 towards that pledge. On a percentage basis, the donor is “on track” to complete the pledge by yearend. 

However…

• This donor will be found by Search Criteria for donors who are Behind in Pledge by at least $499.

• The Pledge Analysis report will print the same amount as the Pledge Total and Pledge to Date throughout the duration of the year.

• The Pledge Summary report, at any time during the year, will use the Total Pledge amount in calculating the Total Due This Month for all donors.

 

Recommendation:

If you want to monitor pledge progress on a Weekly, Monthly, or Quarterly basis, use the shorter Frequency options rather than the longer ones. Reports that print “pledge-to-date” amounts will calculate the amounts for the installments that should have been completed.
If a longer frequency is your only option, and if you expect the donor to not complete the pledge until the end of the frequency period, change the Date Due from the first day of the frequency period to later or the last day of the period. Reports that print “pledge-to-date” amounts will show $0.00 until the Date Due of the installment is reached.

 

1) Editing Pledges:

If you enter a pledge incorrectly, select Clear All  below the Installment Schedule grid…or from the Donor Summary screen, select Delete Donor . Then make a new entry.
If a donor changes a pledge after it has been entered and saved, open the original pledge. Then, if the Frequency is the same, enter a new pledge for the date range and amount of the difference between the original and new pledge. Thus, if halfway through a campaign, a donor increases a pledge by a given amount each period for the remainder of the campaign, simply enter a new Start Date to indicate when the increased giving will begin and enter the amount of the increase. The program will calculate new installments for that amount, and reports will combine them with the original entries. If the Frequency is different, just delete the lines  in the grid for any remaining installments, then enter the frequency, amount and dates for new installments. The original Frequency and Date Range are retained, but the new installments are added using the new frequency. Reports will then calculate the new items with the original entries. If you need to clear out the original pledge and change either the Frequency or Start/End Dates for a pledge that has been saved, instead of using the Clear All function, return to the Donor Summary screen and select the Delete Donor button. Then enter a New Pledge for that donor. If the original pledge had an initial deposit, and the pledge is deleted then re-entered, the initial deposit amount will also need to be re-entered. From there, you must go to the Enter Contributions screen and delete the entry that shows there in order to prevent the initial payment amount from being posted twice. 

 

A Few Answers to Some Common Questions About Pledges: 

Q. How do I link contributions to the donors’ pledge?

A. In the Enter Contribution routine, simply choose the same fund for which the pledge was defined. All donations, regardless of dates, that are made to a pledge fund by a donor who has pledged to that fund are automatically linked to the donor’s pledge.

 

Q. How do I link contributions that were entered before the pledges were created?

A.When entering the pledges, donors for whom contributions have been posted to that fund will show that giving in the Total Received column on the Donor Summary screen. If for some reason that column does not display the correct total, run the Update Pledge Received utility on the Utilities panel. This updates the Total Received field, which is normally updated each time a new contribution towards a pledge is received. 

 

Q. Do we need a separate fund to record giving from donors who have not pledged?

A. No. All contributions for the same purpose can be entered into a single fund. You can then print reports that show the combined giving to the fund, or only the giving by those who pledged or by those who did not pledge. For example, Pledge Reports – The Pledge Analysis and Pledge Summary reports automatically show only giving by donors who have pledged to the selected fund. Donor List by Fund defaults (if no Search Criteria is entered) to including all donors who have given and/or pledged to the selected fund. Use the Search Criteria > Contributions tab when you want to select only donors who have pledged or only donors who have not pledged:

To include only those have pledged, select the Pledge option button in Step #1, then complete the entries for Steps 2-4 and click Done.

To include only those who have given, but not pledged, select one of the Given option buttons in Step 1, then complete the entries for Steps 2-4 and click Add. Then select Advanced Options, mark the Print if No Pledge check box, select the fund, and click Done. (If you leave the fund field blank after marking that check box, the routine will find those who not pledged to any fund.)

To include only those who pledge, but not given, select the Pledge option button in Step 1, then complete the entries for Steps 2-4 and click Add. Then select Advanced Options, mark the Print if No Giving check box, select the fund, and click Done. (If you leave the fund field blank after marking that check box, the routine will find those who not given to any fund.)

 

Q. How can I indicate persons who have said that they cannot pledge

A. To accomplish this, select a field in the Manage People routine (e.g., one of the Misc tab fields) to indicate those who have declined to pledge. (You may retitle Misc tab and many other fields in Preferences > Field Text > Field Titles.) Enter a predetermined code or the year. Then, include that field in Search Criteria when sending correspondence (Pledge is NOT Equal Exactly to “2010”). If some staff or volunteers have access to that tab who should not know of donors’ pledge status, use a Field Title and Code that does not state that information (e.g., Special, etc.). Similarly, the same field or another field could be used to indicate those who have turned in a pledge, but the amount is not being recorded because that is considered a private
commitment. If this is a recurring process, you might prefer to use either Skills or Service tables to track the years in which people turned in a commitment.

 

Q. What do I do if Pledges and Giving have been entered to the wrong fund?

A. If this was done for just a few items, delete the original pledge(s) and create new ones to the correct fund. Then Void the original contributions and make new entries to the correct fund. If this was done for many items, contact Logos Support. Provide a written explanation (email is fine) indicating the date range of the transactions to be changed, the fund number to which the items were incorrectly posted and the fund number to which they should be moved. You will be instructed to send in a backup of your data on a day when your staff is doing no data entry in Logos II. You will then receive an updated data backup with the changes requested. There is an $85.00 fee for this service. 

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