How to properly write off a pledge

Evie Campbell

Its the end of our fiscal year and I have several pldeges that I need to write off.  I am not sure of how to do this.  I have been going to the constituents record, gift tab, chosing new gift.  When prompted that they have an oustanding pledge I chose that pledge and then under the gift sub-type I am chosing write off and noting in the refrence line that I am writing off the pledge.  Once I go back to the gift tab that pledge just appears that it was paid, no where does is state that is has been written off other then the comment I made in the refrence line.  This can not be the right way to do this.  Any help on the proper way would be great.  Thanks.

Joshua Bekerman bCLO bCRE

Evie Campbell:

Its the end of our fiscal year and I have several pldeges that I need to write off.  I am not sure of how to do this.  I have been going to the constituents record, gift tab, chosing new gift.  When prompted that they have an oustanding pledge I chose that pledge and then under the gift sub-type I am chosing write off and noting in the refrence line that I am writing off the pledge.  Once I go back to the gift tab that pledge just appears that it was paid, no where does is state that is has been written off other then the comment I made in the refrence line.  This can not be the right way to do this.  Any help on the proper way would be great.  Thanks.

 Check the knowledgebase solution BB1694

JoAnn Strommen

Evie Campbell:

Its the end of our fiscal year and I have several pldeges that I need to write off.  I am not sure of how to do this.  I have been going to the constituents record, gift tab, chosing new gift.  When prompted that they have an oustanding pledge I chose that pledge and then under the gift sub-type I am chosing write off and noting in the refrence line that I am writing off the pledge.  Once I go back to the gift tab that pledge just appears that it was paid, no where does is state that is has been written off other then the comment I made in the refrence line.  This can not be the right way to do this.  Any help on the proper way would be great.  Thanks.

You're definitely right to question your procedure for this-a bit lengthy.   Josh provided you the knowledgebase solution that should have all the details you need. 

When you're looking at the gift tab of constituent record, yes the only visible clue at that level that it's been written off is the reference and a balance of $0 without any visible payments.  But if you open the gift itself the detailsof the write off can be seen. 

Sidebar - After we do our annual write off, I also go to Reports > Pledge & Recurring GIft Reports> Written off report.  Easiest way to have list of gifts written off for exec and finance.

JoAnn Strommen

Evie Campbell:

Its the end of our fiscal year and I have several pldeges that I need to write off.  I am not sure of how to do this.  I have been going to the constituents record, gift tab, chosing new gift.  When prompted that they have an oustanding pledge I chose that pledge and then under the gift sub-type I am chosing write off and noting in the refrence line that I am writing off the pledge.  Once I go back to the gift tab that pledge just appears that it was paid, no where does is state that is has been written off other then the comment I made in the refrence line.  This can not be the right way to do this.  Any help on the proper way would be great.  Thanks.

You're definitely right to question your procedure for this-a bit lengthy.   Josh provided you the knowledgebase solution that should have all the details you need. 

When you're looking at the gift tab of constituent record, yes the only visible clue at that level that it's been written off is the reference and a balance of $0 without any visible payments.  But if you open the gift itself the detailsof the write off can be seen. 

For "write-off' to be a gift sub-type it may be that someone at your org added it (don't know what the defaults are if any as our list is those we've entered).  You may want to double check if you are integrated with your accounting to see if they have a GL account linked to that gift sub-type so that write-offs will go right into accounting at posting. If so you will still need to select that gift sub-type when you do the write off so they get their info.

Sidebar - After we do our annual write off, I also go to Reports > Pledge & Recurring GIft Reports> Written off report.  Easiest way to have list of gifts written off for exec and finance.

Nina Williams

JoAnn Strommen:

You're definitely right to question your procedure for this-a bit lengthy.   Josh provided you the knowledgebase solution that should have all the details you need. 

When you're looking at the gift tab of constituent record, yes the only visible clue at that level that it's been written off is the reference and a balance of $0 without any visible payments.  But if you open the gift itself the detailsof the write off can be seen. 

Sidebar - After we do our annual write off, I also go to Reports > Pledge & Recurring GIft Reports> Written off report.  Easiest way to have list of gifts written off for exec and finance.

 The knowledge base solution works well.  But as JoAnn mentioned there is not a  quick visual way to know the gift was written off.  I have started adding "Write-Off" to the reference box on the gift.  I also have added the "reference" column  to my standard window in gifts.  That way I can see quickly what is a write-off. 

JoAnn Strommen

Nina Williams:

 The knowledge base solution works well.  But as JoAnn mentioned there is not a  quick visual way to know the gift was written off.  I have started adding "Write-Off" to the reference box on the gift.  I also have added the "reference" column  to my standard window in gifts.  That way I can see quickly what is a write-off. 

Ditto on having the reference column selected to view - very handy!

Dawn Brenner-Plonski

Evie Campbell:

Its the end of our fiscal year and I have several pldeges that I need to write off.  I am not sure of how to do this.  I have been going to the constituents record, gift tab, chosing new gift.  When prompted that they have an oustanding pledge I chose that pledge and then under the gift sub-type I am chosing write off and noting in the refrence line that I am writing off the pledge.  Once I go back to the gift tab that pledge just appears that it was paid, no where does is state that is has been written off other then the comment I made in the refrence line.  This can not be the right way to do this.  Any help on the proper way would be great.  Thanks.

So that I can have a quick view of my write offs on the gifts tab, I utilize the legend in the user options. Select Write Off and I added the suffix of _W/O. Once this is done, when you have a pledge that was written off, the Gift Type will show "Pledge_W/O" plus I add to the reference area "W/O (dollar amount) and the date". This saves me from having to open up the gift to see how much of the pledge was written off and when it was written off. Many of our pledges were partially paid and then the other portion was written off.

 I hope this helps! [:D]

Evie Campbell

Dawn Brenner-Plonski:

So that I can have a quick view of my write offs on the gifts tab, I utilize the legend in the user options. Select Write Off and I added the suffix of _W/O. Once this is done, when you have a pledge that was written off, the Gift Type will show "Pledge_W/O" plus I add to the reference area "W/O (dollar amount) and the date". This saves me from having to open up the gift to see how much of the pledge was written off and when it was written off. Many of our pledges were partially paid and then the other portion was written off.

 I hope this helps! [:D]

Thanks for the info.  I am moving along now updating the write off's.  Dawn thanks for the tip. I'll try that next!