This Preferences screen lets you define several essential features of your contributions module:
Data Entry Options: You decide how you prefer to enter donor contributions.
Envelope # Options: You determine whether envelope numbers are to be unique.
Report Options: You choose whether and how Logos displays pledge information on reports and screens, and whether to print Donor names on two Data Entry reports.
Define Periods: You set the default date ranges for selected Contribution reports.
Manage Funds: Select this button to define the funds to which people give.
Print: Select this button when you want to print a list of all funds. Or when entering/editing funds, use the Print icon which becomes active on the tool bar.
A user who has been blocked from access (Maintain Users) to the Contributions module should also be blocked from access to this screen.
You should backup your data before Defining Funds. This note is a reminder that adding, changing or deleting funds can impact data records for multiple people. As a precaution, we recommend that you quickly backup your data before proceeding to these tasks, allowing the possibility of restoring the data to its original state if a problem should occur.
Show Pledge Info in Data Entry Grid
Mark this check box if you want the person who enters contributions to be able to see the amounts pledged by each donor. When the check box is marked, a Pledge/Transaction button appears on the Contribution Entry screen, allowing the user to toggle between seeing pledge or giving information in the grid.
Allow $0.0 amounts during entry
Mark this check box only if you want the ability to save a transaction with a $0.0 amount in a person's record. This allows a way for a church to monitor attendance of some people. Otherwise, if no amount is entered, any transaction with no amount entered will not be saved.
Skip Check, Bank, Fund #, and/or Comment Fields
Quick Entry Options - Mark one or more of these check boxes to allow skipping past these fields when entering contributions using the Standard Entry option. For example, if you do not usually enter check or bank numbers, you can set the routine to skip either or both of those fields. Also, if most contributions you entering are for one fund, you can set the routine to skip the Fund field. After selecting the donor, the cursor will bypass any field(s) marked here. Marking the Skip Fund # Field check box activates the Default Fund list box (See next item.).
If any or all of these check boxes are not marked, pressing Tab or Enter after selecting a donor will move the cursor into the Check # (or Bank # or Fund or Comment) field.
If you mark the Skip Fund # check box, you may leave this Default Fund field empty or select the fund you wish to display in Quick Entry mode.
Full Entry mode - If you do not mark the Skip Fund # field here, before entering any amount given (Standard Entry), the cursor will move to the Fund field. Any fund for which you enter a contribution displays in this field until you select another one. Thus, if you enter a gift to the Building Fund, the next donor record you select will be ready for you to make a new entry to the Building Fund, also. Of course, you can select another fund at any time, and it will be retained until you make an entry to a different fund.
Quick Entry modes - If you do mark the Skip Fund # field -
You may select a fund here to be your Default Fund. Then, when entering contributions (Standard Entry), this fund will automatically display in the Fund field. You can enter a contribution to another fund at any time, and when you select the next donor record, the Fund field will return to this default fund without your needing to make the change.
You may leave the Default Fund field blank here. Then, when entering contributions (Standard Entry), you must first select a fund. That fund will continue to display for each donor record selected until you select a different fund, which will then be retained for subsequent entries until you make a new selection.
Envelope #s must be unique
Mark this check box so envelope numbers are unique, thus the same number cannot be issued to two separate giving units. (A married couple defined as a Joint account shares one envelope number.) If you want children in a family to have the same envelope number as their parents, unmark this box. However, this raises the possibility of a number being assigned to two or more people.
Print Pledge Information on Reports
Mark this check box if you want pledge information to print on contribution reports. You may change this setting at any time to add or remove pledge data on any contributions report. For example, if you are beginning a pledge campaign at the start of a new year, unmark this check box when printing giving reports for the current year, then mark it when you are ready to print giving reports in the new year.
When you mark the Print Pledge check box, this field becomes active, allowing you to accept or change the heading you want to use with pledge data on reports and screens. The default title is "Pledge." If you change this term, we recommend that you use a singular, present tense form of the title in order for Logos to correctly display and print the title throughout the program. For example, if instead of "Pledge," you entered "Pledges" or "Pledged," extra characters will appear in places where Logos tries to display the title in a plural or past tense format.
Print Donor Name on Entry/Batch & Posting Reports
The Donor Record and Statements/Letters/Receipts reports let you define the date range to be covered in calculating Summary totals and/or listing transaction History. These option buttons let you control the default dates that appear in those routines. You can always change the dates at the time you print the reports. Select an option button in each column to set the defaults for these date ranges.
You may set the default date range to calculate giving totals to one or all funds for the current Month, Quarter, or Year.
You may set the default date range to list all transactions for the current Month, Quarter, or Year.
Save Contributions to GL during Post
Logos II provides two options for updating Logos Accounting with Contribution totals.
Active Link You can link Logos II directly to Logos Accounting by going to the Program Links screen and marking the Activate Link check box for Logos Accounting. This will automatically mark and dim this Save Contributions to GL check box, and cause the Logos II posting routines to automatically also post contribution totals directly to GL accounts.
Import File If you do not define a link in Program Links, mark this Save Contributions check box so that posting routines will copy contribution totals into the gltrans.dbf file (in the active Logos II data directory usually \logoswin\logos\data). Data will keep accumulating in that file until the Import Data from Application routine on Logos Accountings GL Utilities panel is run. This will create unposted GL transactions that can then be viewed and edited if needed (e.g., change the dates, GL accounts, etc.) before they are posted.
Either method will make Logos II revenue totals available to Logos Accounting each time you run Post Contributions and Void Contributions (Contributions Data Entry panel) as well as Post Payments(Event Registration Data Entry panel).
In order for this Accounting connection to work, each Contributions Fund that you define must have valid entries in the GL Account fields in the Manage Funds window.
Tips if Importing Contributions to GL:
DO NOT mark this check box until you are ready to begin importing data into Logos Accounting. Otherwise, the gltrans.dbf file will likely contain activity that has already been entered in Logos Accounting and you will need to delete the gltrans.dbf file. See Delete item below.
If Logos II and Logos Accounting are on physically separated computers (not networked), after posting Contributions you must copy the two gltrans.* files and the three logos.* files from the active Logos II data directory and then paste them into a replica of the same data path (e.g., \logoswin\logos\data) on the Logos Accounting computer. (You do not need to install the Logos II program on the Accounting computer.) The Import Data from Application routine in Logos Accounting will then run correctly.
Delete GL Transactions File
Mark this Delete button ONLY if you need to delete the gltrans.dbf file because it has grown too large for Logos Accounting to import, or if you have already entered this data manually into GL. If you delete the file, the totals for those transactions must be entered manually into General Ledger.
Attendance Posting Option
Mark Present in Attendance Group Mark this check box if you want to define a group (e.g., Worship) in which people who are enrolled in the group will automatically be marked present in a week when they have made a contribution. The Post Contributions routine will scan the selected group and mark as present all donors enrolled in that group. Married couples defined as a Joint account will both be marked present by this function.
Code This field becomes active when the above check box is marked. Enter the Attendance Code (e.g., "P") to apply to the records of those being counted as present when a contribution is posted.
Group Click the Magnifying Glass icon to open a window listing all the active Attendance Groups. Select the group in which people are to be marked present and press the OK button. The selected group will then display in this field. To change the selection, re-select the Magnifying Glass icon.
Select the Manage Funds button to add, delete, or change the funds to which people give.