CMS Contributions - How Can I Create Pledge Cards for Two Funds?

The Pledge Cards that can be printed from the CMS Contribution System include only the information and request for pledge for one fund only.
 
For the clients who have more than one fund, you can choose to either create and include two separate pledge cards, one for each fund.
 
Or you could produce your own pledge card via a mail merge in Microsoft Word.

From the CMS Contribution System, click Process | Merge/Export File | New Report | give it the name Data for Pledge Cards and click OK.

From the Merge File Selection Screen, click the Add/Remove Contrib/Pledge Fields button.

  • Click the down arrow at Column 1 and choose Pledge Type for the first fund.
  • Click the down arrow at Column 2 and choose Pledge Amount for the first fund.
  • Click the down arrow at Column 3 and choose Pledge Type for the second fund.
  • Click the down arrow at Column 4 and choose Pledge Amount for the second fund.

Click OK.

Click the Member/Participation Status buttons and select those people whom you would like to include in this file.  For example, you may not want to include those people marked as Deceased or Transferred/Moved.  Click OK.

Check the box in the lower right corner at Field Names in First Record.

Click the Browse button and enter the correct file name and location if you would like to change the file location of the data.



If burning the data to a CD-R/CD-RW, click the Browse button and save the file to the Windows Desktop.  Then using your CD writing application to burn the file to a CD.You may also choose to click the View File button on the right side of the screen to print up the information included in the file.

You may also choose to click the View File button on the right side of the screen to print up the information included in the file.

 

Click the Output File button on the right side of the screen.

Click into File Destination and change the file destination to:

C:\CMS4WIN\PLDCRD.CSV

If you're on a network drive, your drive letter may be a bit different.

Click the Output File button on the far right side of the screen.

Once the output is complete, exit out of CMS.

You can access Microsoft's step-by-step instructions Word Mail Merge: A Walk Through the Process by clicking here.

From a new blank document, click Tools | Letters and Mailings | Mail Merge.

This should display a Mail Merge Helper/Wizard on the right side of the screen, and you'll notice you're on step 1 of 6.

Choose the Document Type Labels and click the Next link at the bottom of the helper screen.

Click the Label Options link.

Verify the postcard brand and size and select that from the list provided. If you would like to use the same postcards as the standard CMS Pledge Card, choose the Avery 5388 Index Card (3" x 5" - 3 to a page). Click OK.

Click Next to Select Recipients. Click the Browse link.

Click the down arrow at Look In and choose your Local Disk C: drive (or network drive letter if on a network). Double click the CMS4WIN folder.

Click the down arrow at Files of Type at the bottom of that display and choose Text Files (*.txt, *.prn, *.csv, *.tab).

You should now see the PLDCRD or PLDCRD.CSV file listed. Select this file and click Open.

Word will display a listing of all of the recipients of the pledge cards. Click OK.

Click Next to Arrange your Labels.

You may want to insert a graphic and your Church Name and Address on the top of the pledge card.

You can insert the Contributor's Name and Address Information by clicking the Insert Merge Field button at the top of the screen.

Arrange the fields as you would a mailing label, as shown:

You will also want to insert the lines to request the next year's pledge for the first fund, such as:

Please indicate your new pledge to the General Fund…

$__________ per Week, $__________ per Month, $__________ per Year

Because you may have some members who pledged to one fund, but not the other, you may want to include a formula to print their current pledge only if there actually IS a current pledge.

Click the Insert Word Field button at the top of the screen and choose If Then Else.

Set the Field Name to Pledge Type, and the Comparison to Greater than.

Leave the Compare To empty, so that it will look for any pledge type.

Insert the text

Your Current General Fund Pledge is

(don't forget to leave a space after "is") and leave the Otherwise insert this text empty, and click OK.

Then click Insert Merge Fields and insert the Pledge Type for the first fund.

Click the Insert Word Field button at the top of the screen and choose If Then Else.

Set the Field Name to Pledge Amount, and the Comparison to Greater than.

Set the Compare To 0, so that it will look for any pledge amount greater than zero.

Insert a dollar sign ($)

Then click Insert Merge Fields and insert the Pledge Amount for the first fund.

You'll want to select this formula and format your font to match the rest of the postcard.

Repeat the steps for the second fund.

You may want to format the Pledge Amount field as a dollar with a dollar sign and comma.

Right click the Pledge Amount field and choose Toggle Field Codes. This will display {MERGEFIELD "Pledge Amount"}. Click into this and change it to read

{MERGEFIELD "Pledge Amount" \# ###,###}

Then right click and choose Toggle Field Codes again. Repeat with the second fund's Pledge Amount field.

Once you have the first postcard formatted correctly, click the Update All Labels button on the right side of the screen. This will fill in all of the remaining postcards on the page.

Click Next to preview your labels.

Verify your postcards and ensure that they look just right.

When you're happy with the postcards, click File | Save and SAVE THE PRE-MERGED POSTCARDS!

If you find that you need changes a bit later, it's easier to change the pre-merged postcards than start from scratch!

Click Next to complete the merge. You can now load up your printer and print the postcards!

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