Building a Pledge Master Record

To create a new Pledge master record click on the Pledge icon and select New. We have identified pledges as either fixed length or on-going. Keep in mind that fixed length and on-going pledges are recorded in separate campaigns.

A fixed length pledge has a specific number of payments. Each payment has a pledge detail record specifying the date and amount of the payment. A complete set of pledge details, one for each pay period, are created when a new fixed length pledge is created.

An on-going pledge has an undefined number of payments. When we create an on-going pledge, @EASE builds pledge details to support each payment to the end of the current calendar year. To build pledge details for the next calendar year, the December payment amount and date values are used to build details for the next 12 months. The Year End \ Calendar Year End \ On-going Pledge Build for New Calendar Year menu selection is used to build a new set of pledge details for the new year.

The data entry fields for a new Pledge master record are the following:

  1. A Pledge Batch Number is used to create smaller collections of pledges. The Pledge Batch Report is used to confirm data entry and the pledge setup. This report is found under Receipt Reports.
  2. Pledges are assembled into batches for better management. We recommend using YYYYMMDDnnn to record your pledge batch numbers where 'nnn' is a number from 000-999.
    Please Note: Pledge Batch Numbers have no relationships to Receipt Batch Numbers. They may have the same value but do not cross-reference in any way.
  3. Each pledge is assigned a pledge number. This number links all pledge transactions and subsequent receipts to the original pledge master record. The pledge number is assigned by @EASE and cannot be modified by the user.
  4. A Campaign name is entered. There are default values associated with the campaign when it was created. These default values include:

    a. whether or not the pledge campaign is for on-going or a fixed length set of gifts. For an on-going pledge the On-going box is checked. Where the pledge is fixed length the On-going box is left blank.

    b. whether yearly receipts will be issued for the campaign. If one receipt at year end is required, the Yearly Receipting box is checked.

    c. the Breakout Code is populated

  5. The Pledge Interval, Start Date and Number of Pledges is entered next. If the pledge is on-going the number of pledges shows as zero.
  6. The Amount, Payment Method, Account Number and Expiry mm/yy fields are filled in as applicable.
  7. If you are processing a bank withdrawal or credit card payment and you DO NOT have information for the Account Number field, leave the Account Number BLANK as pledges with a payment method of EFT, Visa, MasterCard or Amex cannot be placed into process until the Account Number field has a value.

    *** To locate pledges with incomplete information easily, we suggest using a payment start date that is different than regular processing dates.***

    Important: You must place at least one digit in the Account Number field so that bank withdrawal EFT and credit card payments can be placed into process.

    @EASE now confirms whether a credit card number is correct or not. Enter Visa and a 4 automatically starts the account number field, enter AMEX and a 3 starts the field, MasterCard entry displays a 5.

    If you are entering a full credit card number and it is invalid, a Warning appears.

  8. PCI Compliance: If the charity is using iATS Payments, recurring gifts can be entered through their website which offers a secure PCI compliant environment. Credit Card numbers should not be recorded in @EASE for security reasons.

  9. The Pledge Notes field is used to record information about the donation such as a policy number in the case of a planned gift.

    The Pledge Notes can be used to record the reason for a cancellation. We recommend that all cancellation reasons be place in The Pledge Notes/Lookup Table allowing the user to select from the choices presented on the pull down menu.

8. The Acquisition Number is used to record which team or individual is responsible for acquiring the pledge. Where the Acquisition Number has been left blank, it can be modified once only at any time after the pledge begins.

9. The Name on Credit Card field is documentary. It is used to record the name found on a credit card where a credit card payment is made.

10. The user who created the pledge is recorded and the user who updates the pledge is also recorded with a date and time stamp.