CMS Contributions - How to Change the Contribution Year?

The Contribution Year in the CMS People Products module is a different concept than the Fiscal Year in the CMS Fund Accounting system, and it is not required that these two date ranges match each other.

The Contribution Year in CMS People Products tracks the giving and pledging for a twelve month time frame for the church.  

CMS normally recommends that the Contribution Year follow the Calendar Year, January thru December.  

This will allow for an End of Year Contributor Statement that contains an itemized listing of contributions given within the Contribution year, and any pledge and balance data.  The End of Year Contributor Statement will assist the contributor when completing tax documentation.

Some churches do prefer the Contribution Year to follow their Pledge Year, which may not be the same as the Calendar year.  This will eliminate the need to alternate pledgable fund numbers each year and will streamline pledge reports when the annually renewing fund does not follow the Contribution/Calendar year. 

If you want to change your Contribution Year, which currently follows the calendar year, to something other than the Calendar Year as follows.

We will use the following example: you would like to change the existing January thru December Contribution Year to follow the Pledge Year of July through June.

Enter and post all contributions through the last month of the desired last month of the new Contribution Year.  In our example, enter and post all contribution through June 30th.  Do not post any contributions into the "new" Contribution Year.

Perform a Backup of your data.

Click File | Utilities | CMS File Editor | click OK at the Warning Message.

Click Select Table to Edit and open CONTDATE.DB.

Click the Edit button at the top of the display and change the Year Begin and the Year End dates to the first and last month of the desired current, NOT the next, Contribution Year.

In our example, we would:

Change the Year Begin date from 1/1/2008 to 7/1/2008.

Change the Year End date from 12/31/2008 to 6/30/2009.

Click Close when complete.

Follow the End of Contribution Year process to begin your new Contribution Year.  

You will have one "short" year in your Contribution History that will include only the first few months of the year.

If your contribution year currently does not follow the calendar year, and you would like to change to follow the Calendar Year, you can change your contribution year as follows.

We will use the following example: you would like to change the existing July thru June Contribution Year to follow the Calendar Year.

Enter and post all contributions through the end of December.  DO NOT POST contributions from January or after. 

Perform a Backup of your data.

Click File | Utilities | CMS File Editor | click OK at the Warning Message.

Click Select Table to Edit and open CONTDATE.DB.

Click the Edit button at the top of the display and change the Year Begin and the Year End dates to January 1 through December 31 of the current, not the next, Calendar Year..

In our example, we would:

  • Change the Year Begin date from 7/1/2008 to 1/1/2008.
  • Change the Year End date from 6/30/2009 to 12/31/2008.

Do not change the Quarter Begin or End dates.  Click Close when complete.

Follow the End of Contribution Year process to begin your new Contribution Year.  

You will have one "short" year in your Contribution History that will include only the first few months of the year.

 

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