CNFSv Offering - Creating a Pledge Batch with (Video)

How to Create a Pledge Batch and Verify Accuracy of Pledge Data

This topic provides a definition of a pledge batch and walks you through the process of creating one and using it to verify that your pledge data is complete and entered accurately into the system.


What Is a Pledge Batch?

Viewing the Pledge Batch Tutorial

Managing Pledge Intake and Verifying the Accuracy of Pledge Data

Step 1. Organize Pledge Cards

Step 2. Create a Pledge Batch

Step 3. Add Pledge Records

Step 4. Reconcile the Pledge Batch Total Against the Pledge Record Amounts

Step 5. Close and Delete the Pledge Batch

Posting Payments to Pledges

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What Is a Pledge Batch?

In ConnectNow Offering, batches offer a quick, convenient, and secure way to enter contributions and pledge information into your system. A pledge batch is special type of batch you can create to make sure that the pledge data entered into your system is accurate and complete. This type of batch has a specific purpose: to help you verify that the pledged amounts (obtained from donor pledge cards) match the amounts entered into the records created to track the redemption of those pledges. Think of a creating pledge batches as an important quality management activity that helps you to catch data errors early in the process so that they do not end up costing more time and effort to find and fix in the future.

Creating pledge batches is an optional but highly recommended task for any campaign that includes a pledge component. The next section walks you through the process of managing pledge intake and incorporating the use of a pledge batch into your workflow. Follow the steps in the order given.

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Viewing the Pledge Batch Tutorial

A video tutorial is available to guide you through creating a pledge batch. To view the tutorial, click this link: Offering & Pledges: Creating a Pledge Batch.

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Managing Pledge Intake and Verifying the Accuracy of Pledge Data

The process of using a pledge batch to verify pledge data consists of five main steps. Follow the steps in the order given:

  1. Organize pledge cards into separate groups.

  2. Create a pledge batch for each group.

  3. Add pledge records.

  4. Reconcile pledge batch total  against pledge record amounts.

  5. Close and delete the pledge batch.

Step 1. Organize Pledge Cards

As pledge cards arrive at your organization, once a week (or on a schedule of your choosing) go through the cards and do the following:

  1. Separate them into stacks by fund.

  2. Within each stack, add the pledge amounts to arrive at a pledge total. Write this total down on a slip of paper and place it on top of the stack. You will need it in the next step when you create the pledge batch for the stack of pledge cards.

  3. Within each stack, add up the down payments, if any were enclosed with the pledge cards. Write this total down on a slip of paper and place it on top of the stack. You will need it in the next step you create the pledge batch for the stack of pledge cards.

Each separate stack of pledge cards will comprise a pledge batch.

Step 2. Create a Pledge Batch

The following steps show you how to create a pledge batch. Each stack of contributions must have its own pledge batch.

You need the following information: pledge total (obtained by adding pledge card amounts) and down payment total (only if payments accompany pledges in the stack)  

  1. Click  to open the Batch Management page.
  2. Click  to display the Create new batch window.

 If you do not have Add/Edit access rights assigned to your login credentials, this button is disabled.

The fields you see when creating a new batch may differ from the ones shown in the illustration below. Refer to Batch Details for descriptions of the Create New Batch fields.

  1. Do the following:
  1. In the Batch Description field, type a name for the pledge batch.
  2. In the Fund dropdown list, select the fund to which the pledges are made.
  3. The Date Opened field shows today's date (as the date you are creating the batch). Change the date, if necessary.
  4. In the Cash Total field, type the total dollar amount of payments received with the pledge cards. These are payments are considered down payments. If no down payments were included with the pledge cards, you can leave this field set to $0.00.
  5. In the Pledge Total field, type the total dollar amount of the pledges received. This amount is obtained by adding up the pledged amounts on the pledge cards.
  6. In the Batch Type field, select the Detailed Posting option.
  7. If desired, complete the Comment field with information relevant to the pledge batch.
  1. Click .

A confirmation window is displayed to let you confirm the details of the newly created batch.   

 CAUTION

Pay close attention to the names on the buttons. If you want to close the window, click the Close button. If you accidentally close the batch, it is permanently locked, and you cannot reopen it.

  1. Do one of the following:
  • If the details of the batch are correct, click  to exit the Confirmation window.

The pledge batch is added to the list on the Batch Management page.

  • If the details of the batch are not correct:
  1. Click  to open the Edit window.
  2. Make the necessary changes to correct the batch.

You cannot change the batch type. If you made a mistake and selected the wrong batch type, continue to the next step to save the batch. On the Batch Management page, delete the batch. Then, re-add the batch, starting at Step 3. This time, be sure to select the correct batch type.

  1. Click  to save the batch. Then, click  to exit the Edit window.

The pledge batch is added to the list on the Batch Management page.

Step 3. Add Pledge Records

Add a pledge record for each pledge card amount included in the pledge batch. If you need instructions for adding pledge records, go to How to Add a New Pledge Record. In the pledge form, you must select the name of the pledge batch from the Batch dropdown list.  

Step 4. Reconcile the Pledge Batch Total Against the Pledge Record Amounts

In this step, you will reconcile the batch pledge total against the pledge amounts entered into the pledge records created in the previous step. The objective of reconciliation is to ensure that your pledge card amounts agree with the amount recorded in the pledge record. This step is a critical control that, when completed, proves that your pledge data is accurate and complete.

To reconcile the pledge batch against your pledge records, complete the following:

  1. On the Batch Management page, find and open the pledge batch.

  2. Check the amount in the Pledge Balance field:

  • If dollar amount equals $0.00, the pledge batch is balanced. This is desirable because it means that your pledge data for the stack of pledge cards was entered correctly.

  • If the dollar amount does not equal $0.00, the pledge batch is not balanced. This indicates that you either have a computational error or data entry error.

  • To check for computational errors, go back to the stack of pledge cards. Verify that you totaled the pledge amounts correctly. If you made a mistake, open the pledge batch and edit the Pledge Total amount. For instructions on editing a batch, go to How to Edit the Information for a Batch.

  • To check for data entry errors, go back to the stack of cards. Verify that the amount on each card is the same as the amount entered into the associated pledge record. To do this, open the pledge record, and check that the amount pledged on the pledge card is the same as the amount in the Pledge Amount field. If the amounts differ, adjust the pledge amount. For instructions, go to How to Adjust a Pledge. Then, return to this procedure, starting at Step 2.

  1. Repeat the previous step until the batch is balanced.

Reconciliation is completed.

Step 5. Close and Delete the Pledge Batch

After you reconcile the pledge batch against the pledge records, close the pledge batch. If you need instructions, go to How to Close a Batch.

After closing the pledge batch, you can delete it because it has served its purpose and is no longer necessary. For instructions on deleting a batch, go to How to Delete a Batch.

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Posting Payments to Pledges

As you receive payments to fulfil pledges, post them to the donor's pledge record using one of these contribution posting methods:

       Detailed Posting: you can post payments either individually or in batches.

       Quick-Entry Posting: you must create a quick-entry batch and then post the payments by batch.

 

Related Topics

 

Learn how to create a pledge batch, the first step in entering pledges into ConnectNow.

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