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Last Updated: 03/15/2016

Pledges

Pledge Display Name

By default the Elexio Database uses the term pledges to refer to donation commitments (I.e. A congregationmember commits to give $5000 to the building fund over the next 12 months). If the term pledges is not used by your church, you can adjust the display name "pledge" by navigating to Home>Options>Church Info and typing your preferred display name in the field highlighted below.

Enter and View Pledges

To view and enter pledges, select the Pledges link at the top of the Contributions screen. 

Pledges will automatically use the Pledge Default Dates, but you can type a different date if applicable.  Make sure you are consistent with using the same Pledge End Date for a specific pledge even if the Start Date has been changed to accommodate someone making a pledge after the initial start date.  You can have Multiple Pledges going at once but can only have one pledge per Designated Fund during a time period.  It is important to designate which fund is being pledged against.  If a pledge is being made toward the Missions Fund instead of the Building Fund, then this is a separate pledge record.

Click the Add New Button. 

  • A new entry line will appear and allow you to add the necessary information. Starting with the Amount, enter the correct value in each field, tabbing to the next field until all are entered.  In addition to the standard fields, there is also a helpful progress bar displayed in purple

  • The Pledge Default Start and End Dates will automatically be entered or you can type a different date if applicable.

  • Click out the entry line to save it, or click the Save button at the bottom of the screen

To delete a contribution record, click on the X button immediately to the right of the contribution record.  You will be asked to confirm the deletion.

Using the correct Pledge Dates are very important when running reports.

Pledges can only be attached to households or individuals.  By default they are attached to the household. But if the box is checked on the Contributions screen that the giving is Tracked Individually then the pledge will also be tracked individually.

Contributions are applied toward pledges as long as the contribution matches the Fund and date range of the Pledge.  You do not have to specify how each contribution is applied toward a pledge.  In fact you cannot do this in Elexio Database.  However many of the Pledge reports allow you to specify that giving outside of the pledge start and end date can be counted toward the pledge.  This is done to accommodate those who are early or late with their giving toward the pledge.

There are several reports regarding pledges.  Go to the Reports Home screen and search for Pledges.  You can also look at the Giving folder in the sub-folder Pledges.

Attribute a Donation to a Fund Group

Pledges can be recorded to a fund group, which will allow ministries to track one pledge across a group of funds. For example, if a church had an annual missions commitment drive but track missions giving in four different funds: General Missions, Mission Trips, Youth Missions, and Local Missions.  A fund group could be created called Great Commission then assign each of their four mission funds to the Great Commission fund group.

When entering pledges at People>Contributions>Pledges fund groups will appear in the fund drop down list along with regular funds, but will be easily identified by square brackets [Great Commission].  All giving for the given date range to any of the four funds in the group will now be counted toward that pledge.

 

Pledge FAQ

How can default Pledge Fund be set so the user doesn't have to select it on every record?

Both the Fund and the Giving Method defaults are set in Administration > Codes. The interval defaults to monthly and cannot be changed.

The Interval defaults to monthly. If changed to any other interval, the regular gift amount doesn't update, but the amount pledged does. Same with changing the date. What is the field driver? 

The automation works from left to right like this:

  • If you change the regular gift, it will update the total amount based on the regular gift X (multiplied by) interval 
  • If you change the interval, it will update the total amount based on the regular gift (multiplied by) interval 
  • If you change the total amount, it will update the regular gift based on total amount / (divided by) interval
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