Gift Batch Entry - Paying Pledges

Tania Rorrer

We just went live to RE a month ago. I noticed when paying pledges in full in a batch that RE was not automatically changing the pledge status from Active to Completed. Does anyone know how to get RE to do this?

John Heizer

That's not a "standard" part of a Pledge Gift in RE so RE wouldn't know anything about it to automatically change it.  It is part of a Recurring Gift, but those are never paid in full (they don't have a fixed amount to pay in full), they continue on until manually completed.

Susan Kies

When you have the batch open, click on the entries that are pledge payments. Typing CTRL + Y (or go the Gift Menu) will bring up the "apply gift to pledge" screen and then you click OK. Then when you commit the batch the pledges will be paid.

JoAnn Strommen

Tania,  



That gift status field is on every pledge and recurrng gift record.  However, it does not automatically change to complete/held/terminated at all.  Changing it to a different status other than 'active' does not cancel future payments or balance due.  Having it change to completed would be a nice feature when balance reaches "$0".  



To change it to "complete" would have to be a manual process on each record or done in batch when entering the payments.  You could pull the field into your batch but it would require a fair amount of diligence to be sure it is changed if payment is full balance and not when payment is only partial.  While the field could be useful for reports / billings etc I think it's just as easy to query for pledges of balance $O or greater than $0.  



Or another option for changing it would be global change using a query of gifts with criteria of active status and balance $0. To me, that might be a little more accurate than changing on each payment line of a batch if it's a field you want to use.  Depends on the accuracy and consistency of everyone entering gifts. 

Do you have a reason that you want them marked as 'complete' other than that is just makes sense to have a working field? 

Tania Rorrer

It makes sense to me that it should automatically update to completed once the pledge balance reaches $0.

Also used to our old system doing this automatically. Will have to rethink this and if it impacts any reporting issues....

How do you report on open pledges? Pull pledges with balances greater than $0???

JoAnn Strommen

Yes, if I need list with balances that works. 



Most often I use the export from Mail > Reminders.  Using this I can pull list for those due by say July 31 (pulls any and amount due by date entered for Run Date).  This pulls any mark send reminder so I don't get staff with payroll, monthly donors etc as the check box for send reminders is unchecked on their records.  For my billing/reminder purposes it's a much cleaner list - depends on what list is needed for. 

John Heizer

I'm baffled.  I don't have a Status field on my Pledge records, only on Recurring Gift records.  I'm on RE 7.93.  Am I missing something?  Does it become available if I have an optional module like EFT?





 

Unknown

We're using 7.94 (hosted) and I also do not have a Status drop-down on Pledges, only Recurring Gifts.

Mary Maiden Mueller

John Heizer:

I'm baffled.  I don't have a Status field on my Pledge records, only on Recurring Gift records.  I'm on RE 7.93.  Am I missing something?  Does it become available if I have an optional module like EFT?





 

Hi John,



It appears that you need to have the EFT module or the Enterprise version of RE to have access to the status field. We have the Entreprise version 7.93 and have the status field for our pledges.



Mary

John Heizer

Mary Maiden Mueller:

 

John Heizer:

I'm baffled.  I don't have a Status field on my Pledge records, only on Recurring Gift records.  I'm on RE 7.93.  Am I missing something?  Does it become available if I have an optional module like EFT?





 

Hi John,



It appears that you need to have the EFT module or the Enterprise version of RE to have access to the status field. We have the Entreprise version 7.93 and have the status field for our pledges.



Mary

 

Thanks for clearing that up!