CMS Contributions - Bannon Pledge Letter Instructions

or the CMS churches working with the Bannon Associates, Inc. on their Pledge Drive/Fundraising campaigns, use the following instructions to produce the Bannon Pledge Letters.  You will:

Install Bannon Update

If you have not previously done so, follow these instructions to install the Bannon Pledge Letter Word document templates and insert the Bannon Merge/Export File process in your CMS System. 

From CMS People Products, click File | Update | click the FTP Update and in the Source Folder, type:

BANNON

Click OK and follow the instructions on screen to connect to the internet.

Select your General Offertory Fund.  This will customize your Pledge Letters to the General Offertory Fund. 

This update will also verify that the Fund you've selected as the Offertory Fund is Pledgeable and will make that fund Pledgeable if currently set to Major or Special. 

Click Install.

Click OK when complete.

Current Year vs. Next Year

As you go through this process, you will need to select either Current Year or Next Year when entering pledges and producing your letters.  You may be unsure of which to use.  Here's a good rule of thumb...

From your CMS Contribution System Main Menu, look at the top of the display, just under your church name. The system will display your Current Contribution Year and Quarter.

 

If you are currently in the last quarter of your contribution year, and the pledges you will enter do not begin until the following contribution year, you will use the Quick Next Year Pledge Entry process, and choose the Bannon Letter Export - Next Year when producing your letters.

If you are currently in the first quarter of your new contribution year, and the pledges you are entering already started on the first day of your new contribution year, you will use the Quick Pledge Entry process, and choose the Bannon Letter Export - Current Year when producing your letters.

Enter Pledges

If you have not done so already, enter the Pledges to the Offertory Fund using the Quick Pledge/Quick Next Year Pledge Entry process.

To keep consistent with the Bannon pledge letter, all pledges must be entered as WEEKLY pledges.  Do not use any other pledge type for this fund when working with Bannon.  

Enter the Pledge Amount as a Weekly Amount.

If the contributor returned the pledge card with a total for the year, you must convert that dollar amount into Weekly increments.  For example, if the contributor returned a pledge card with an Annual Total of $1300, you can divide 1300 by 52 weeks, which would equal $25 per week.

Print Letters

Once the pledges have been entered, from the CMS Contribution System click Process | Merge/Export File.

There will be two new Merge/Export file processes created by Update, called 

  • Bannon Letter Export - Current Year
  • Bannon Letter Export - Next Year

Next Year Pledge Letters

If you entered the pledges in the Quick Next Year Pledge Entry process, choose the Bannon Letter Export - Next Year. Click Select.

Click the Output File Button located on the right side of the display.

When complete, click Close.

NOTE:  If you receive a message stating "The output file is empty", then you may not have entered the pledge cards yet, or entered them using the Quick  Pledge Entry Process instead of the Quick Next Year Pledge Entry process.  Follow the steps at Quick Pledge/Quick Next Year Pledge Entry to enter/verify your pledges have been properly entered. 

Current Year Pledge Letters

If you entered the pledges in the Quick Pledge Entry process, choose the Bannon Letter Export - Current Year.  Click Select.

Click the Output File Button located on the right side of the display.

When complete, click Close.

NOTE:  If you receive a message stating "The output file is empty", then you may not have entered the pledge cards yet, or entered them using the Quick Next Year Pledge Entry Process instead of the Quick Pledge Entry process.  Follow the steps at Quick Pledge/Quick Next Year Pledge Entry to enter/verify your pledges have been properly entered. 

Print Letters

Exit CMS and open Microsoft Word.

Click File | Open | click the down arrow at Look In and go to your Local Disk C: drive. 

Double click the BANNON folder.

You will see four letter templates:

  • BannonCurrentYearPledgeFamilies.dot - Current Year Pledge Letter
  • BannonNYPledgeFamilies.dot - Next Year Pledge Letter
  • spBannonCurrentYearPledgeFamilies.dot - Spanish Current Year Pledge Letter
  • spBannonNYPledgeFamilies.dot - Spanish Next Year Pledge Letter

Select the appropriate letter (either Current Year or Next Year, either English or Spanish) and click Open.

Microsoft Word will ask if you want to run the following SQL command, answer Yes.

From the pull down menu at the top of the screen, click Tools | Letters & Mailings | Mail Merge.  You should now have a Mail Merge Helper display on the right side of your screen.

Click File | Page Setup and make any necessary adjustments to top and left margins to accommodate for your letterhead.

 

There is a place holder on the letter for you to fill in the name and phone number of the person to call if the pledge information is not correct.  Replace the underscores with the correct information now. 

You will also need to correct the author's name at the bottom of the letter.

Once those changes are complete, click the Next link until you get to Step 6 of 6 to Complete The Merge.  Click the Print link to send the letters directly to your printer.

Produce Labels

You can print up labels for those people receiving a letter from the CMS Contribution System.  Click Reports | Contributor Labels/Letter-Mailer and choose either the

  • Bannon Letter Labels - Current Year
  • Bannon Letter Labels - Next Year

The only change you may need to make would be the Label Format.  The default label format is the Avery 5160 laser labels.  If you are printing to a different label format, or directly on the envelope, make that change.

Click Print.

This will give you one label per person who will receive the Pledge Letter.

Produce Lists

To produce a simple list of those people who pledged to the Offertory Fund who will receive a letter, click Reports | Custom List and choose either the

  • Bannon Letter List - Current Year
  • Bannon Letter List - Next Year

This report will display the pledge type and amount of those people who have made a pledge to the Offertory fund.

Produce Quarterly Reminder Letters

Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.