FUN - Pledges
Pledges Overview
This is a multi-purpose program that allows the user to create, follow-up and maintain Pledges.
Pledges are recorded using a combination of 'Donor Number' and 'Appeal Code', with actual pledge numbers being system generated.
Pledges (and Donations) are recorded on a monetary value basis. Should your school accept pledges of goods/services and wish to track these, a policy will need to be established on how best these should be converted to a monetary figure.
Adding a New Pledge
There are two ways in which a 'Pledge' can be created:
- Method 1 — A 'Pledge' can be created in Finance > Fundraising > Donor Information > Donors when a user enters a pledge directly into the 'Pledges' tab.
- To add a new pledge, select the 'Add Pledge' button and fill out the fields displayed.
- Method 2 — Use Finance > Fundraising > Pledges and Donations > Pledges.
- To enter a new 'Pledge', click the 'New' icon to display a blank 'Pledge' screen.
- The 'Pledge' screen that is now displayed shows 'Donor Information', Pledge Information', 'Schedule' and 'Comments' in a collapsible panel format.
- The 'Pledges Screen' is explained in detail below.
Viewing and Editing Pledges
To 'View', 'Edit' or 'Delete' a Pledge, use the search screen to search for records in the database.
This search screen provides the facility to search for existing Pledges in the database using various search fields.
Click the 'GO' button (or press 'Enter') to execute the search and display the 'Pledge List' screen with the matching records.
Pledge List Screen
The 'Pledge List' displays the pledges matching the search criteria that you have entered and is primarily sorted by the 'Pledge Number. Pledges can be re-sorted by clicking on the heading links above the various fields displayed in the list.
'View', 'Edit' and 'Delete' functions are available to alter previously created Pledges.
A user can also choose to create a new 'Pledge' from this screen by selecting the 'New' icon.
Select the 'Print' icon to produce a 'Pledge Report' from the 'Pledge List' screen.
The 'Print' function allows the user to choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or on screen.
The 'Print' option is also used to format the report. Sorting options are available on the left side of the screen.
Use the checkboxes on the right side of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.
The 'Donation' column has a hyperlink function, where the user can drill-down to see donations made against the specific pledge. The 'Donations' screen that opens contains the same 'View', 'Edit', 'Delete' and 'Print' functions as the 'Pledges' screen. A new 'Donation' can also be added by selecting the 'Add Donation' button.
Pledges Screen
The 'Pledges' screen displays 'Donor Information', Pledge Information', 'Schedule' and 'Comments' in a collapsible panel format.
Enter a donor or use the 'Lookup' to search for a donor. A donor must be entered before any further pledge details can be entered.
Once the donor is entered, information derived from the Finance > Fundraising > Donor Information > Donors record will populate the remaining fields in the 'Donor Information' collapsible panel.
'Pledge Information' can now be entered. The 'Appeal Code' and 'Pledge Amount' fields are mandatory.
If there is no structured payment schedule, the 'Pledge Amount' can be entered and the record saved by selecting the 'Save' button.
Important!
The 'Date' entered is the date the pledge has been given, not when payment is due.
Structured payment schedules for 'Pledges' can be entered in the 'Schedule' collapsible panel.
Once the 'Schedule' information is entered, select the 'GO' button for the system to generate the schedule of payments into the instalment screen below.
Select the 'New' button to open the 'Schedule Maintenance' screen and enter a new instalment amount.
'View', 'Edit' and 'Delete' functions are available to scheduled pledge payments.
Select the 'Comments' collapsible panel to enter a note for the pledge.
The 'Comments' collapsible panel has spell check capability.