Pledge made different fiscal year from Pay-Cash installment

We had this same problem when we were trying to monitor annual progress towards our separate campaign goals using Campaign Performance reports. We have our six RE Campaigns set up per fiscal year so it's FY15 Unrestricted, FY15 Permanently Restricted, FY15 Temporarily Restricted, etc.  The Campaign Performance Analysis reports wouldn't show us fiscal years outside of the current one we were in, so after much discussion with our RE consultant, we have a new way of posting pledges. If it's a $210,000 pledge to be paid over three years we will set up three pledges all using the same date as Gift Date which serves as the original pledge date.



For example using the same figures from above, we will set up all three separate pledges:



Year 1 pledge:

Gift Date: 6/1/15

Appeal: [select appeal the gift resulted from]

Fund: [select fund]

Campaign: FY15 Temporarily Restricted



Year 2 pledge: 

Gift Date: 6/1/15

Appeal: 

Fund: 

Campaign: FY16 Temporarily Restricted



Year 3 pledge: 

Gift Date: 6/1/15

Appeal: 

Fund: 

Campaign: FY17 Temporarily Restricted



It works for us since we do receive a lot of multi year pledges AND we need to monitor how those pledge payments help us to meet our  progress towards annual cash flow goals. 



hope it was helpful. (i've never posted to this board before so not sure if that was too long of answer!)



Good luck  

Make sure that when you run your reports, under Gift Types - Pledge column, you checkmark the box at bottom that says, "Calculate gift balance based on date range, campaign, fund, and appeal". This will make it so that only pledge payments entered in the selected gift date range are included on your pledge balance total.

Hi there,



What I do for my current employer is, I use the Campaign field to track fiscal years, so when a pledge is made say in 14-15, I enter it for example, this way:



Pledge Amount: $XXX

Gift (Pledge) Date: 5/1/15

Campaign: FY 14-15

Fund: Annual Fund

Appeal: Spring Appeal



When the payment is made and it's after fiscal year end, let's say 7/15/15 (in the FY 15-16), when I run the FY to date report, I pull out the campaign, fund and appeal, and for pledge payments made before 15-16, I create separate columns, and calculate the sum for each column so that the report looks something like:



15-16 Cash $XXX 

15-16 Pledge $XXX 

15-16 Pledge Payments $XXX 

14-15 Pledge Payments $XXX 

13-14 Pledge Payments $XXX 



I use a gift detail and summary report in the "finanancial reports" tab. in the "general tab" I choose "pledge type=master", in "gift types" tab, I have 3 columns: all cash/stock options; all pay-cash options (for pledge payments); and pledge balance (for all pledges), and I choose "use gift balance instead of gift amount".



For this report, i don't click "calculate gift balance based on date range, campaign, fund and appeal because my team wants to see all revenue received, despite what fical campaign year the revenue was booked.



And since payments on past FY pledges are not counted as new revenue, I make separate columns based on the campaign year that the payment was made against. So on the "columns" tab, I pull out: constituent name, date, campaign description, fund description, appeal description, reference and the 3 revenue columns I outlined above.



Once exported to excel, using the campaign column, I identify pledge payments made prior to the current fiscal year, I cut and paste into the columns that I referenced above. 



This way, I match with the finance department (new revenue vs. cash in bank) and my team can see all revenue and where it is allocated and how the current FY looks in reality. I attached a sample with no donor names but with the columns I explained. I left the campaigns, funds, and appeals because they are not confidential and will give you an idea of what I need to do to accomplish a similar goal to yours.



I do hope that you find some of this helpful - Shannon