1) First, log into the ParishSOFT Offertory screen 2) Click on Reports > ParishSOFT Reports The screen will appear similar to below:
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1 Pledges Letters for all Pledge Families At times, you will want to communicate with the families that have pledged to your parish. It may be to send a summary of a families pledge, and the status of what they ve paid so far. It may be a mid-way letter through a campaign, or a reminder letter before the end of the year of how much a family has committed to and what is remaining. The following shows the main pledge reporting screen and the different ways to send out letters and a pledge status. 1) First, log into the ParishSOFT Offertory screen 2) Click on Reports > ParishSOFT Reports The screen will appear similar to below: 3) Click on Pledge Reports Menu and the following screen will open.
2 4) At the top of the screen to the right of the words Pledge Fund, select the fund in which the pledges have been entered. Then Click the Recalculate Balances icon. 5) To see the overall status of the pledge, how many are pledges have been paid, including one time gifts, click on the Print Report All Pledges button near the top of this screen as seen below: 6) The Print Report All Pledges button will show a report like below, showing all pledges, including those fully paid, with a total amount for the pledges for this fund, how much is paid YTD, and total Balance Due YTD. a. Please note that if a payment has been made to this fund, but a pledge was not set up, that family will not show on this screen. b. Multiple pledges will show on multiple lines, as seen below with the example of the Abbey family. 7) Next, under the section which says Periodic Fund Statements and Reports we will enter in the Time Period for which we would like to review information. (typically this current month)
3 This time period references the original pledge screen, where you could select when a person would receive a statement by clicking on or off a check box next to the listed month. If the current month was UN-selected (as seen below) then they will not show up in the Periodic Statement report mentioned below. Printing a report of Families that are Past Due: Please note that in the main Pledge reporting screen, clicking the the Past Due Report button shows a report of the total of Installments due to Date minus the Installments Paid to Date.
4 1) The past due is calculated with ONLY those families that have NOT paid yet for this time period. Seen below: 2) Within the Past Due report, the following columns are specifically what information is shown. a. Total Pledged: Overall pledge amount b. Installment Amount: Monthly, Weekly, etc. pledge commitment amount c. Elapsed Payments/Schedule: how many payments have passed since the start of the pledge along with how frequent the pledge payments were to be made. d. Last Payment: the amount of the last payment entered into the system. e. First/Last Payment Date: 1 st Payment date, typically the start of the pledge along with Last recorded Payment Date in the system which they gave. (if you back-date a payment it will show that date, not the most payment closer to today s date) f. Installments Pd to Date: Total funds for each family paid on this pledge (only on those families that have Past Due amounts) g. Install Due to Date: This is a calculation on how much they should have paid up to the end of the month selected. h. Current Installment: How much is due at the end of the month which you ve selected for your Time Period i. Past Due: This is the total of Installments due to Date minus Installments Pd to Date Printing a statement for Families that are Past Due: 1) If we would like to print off just your families that are past due, we ll click the Print Statements button appearing in the screen shot below.
5 2) This will give us the following screen which will allow us to print: a. ONLY those who have amounts still due for this month (seen by the arrow) b. OR All families with an Outstanding Pledge Balance and Checked to Receive this Period. 3) After clicking the Print Option you wish, click Print Statements to see the statement below. It will include a small area at the top for a letter along with the status of the pledge as seen below. It will include the amount due, and any payments as of the Time Period indicated.
6 Printing off a letter type reminder to Families that are Past Due: If you wish to send to families more of a letter that is just a reminder of what has been paid so far, there are two methods to printing off this type of letter. 1) If we would like to print off a letter to all families (except those that have fully paid their pledge), which will only show a letter style format and include a summary of the pledge at the bottom, then we ll click the Periodic Statement button appearing in the screen shot below. a. The letter will appear as seen below:
7 b. To enter in the body of the statement in this letter, exit out of the Print Preview screen, by clicking on the Close or the Close Print Preview button. c. Back in the Pledges Menu, click on the Select Body of Statement button and select a statement from the drop down, or type in a statement you wish to see, then click the Save button and the Close to exit out. d. Click again the Periodic Statement and the letter will appear in this format as seen below.
8 e. If you wish to hide or make edits to this letter, please see the How-To document entitled: Pledge Confirmation Letter to Families_Edits Advanced.doc 2) If you wish to print off a customized letter, not in the format above, you can do a mail merge to a letter that you set up, by using the Mail Merge tools in the Pledges Menu, as seen below: a. First, click on the Find Template button, and then direct it within your computer to the location of what is your current Pledge letter. After selecting OK you will be back in the Pledges Menu as seen above. b. Next, click the W button below the location of your letter seen in the white area, to start the Mail Merge. c. This will link the results in the Pledges Menu with your letter. If, as in the example below, you do not have any merge fields inserted in, take this time to first add in those fields.
9 d. By clicking/highlighting an area in the document, you can select Insert Merge Field, as seen below, to fill in any placeholders you have with the correct fields for this Mail Merge.
10 e. When you are ready, you can next click Preview Results, in the Mail Merge menu bar within Word to see if the mail merge appears as you would like.
11 f. When you have the format set up correctly for the letter, click File < Save or File < Save As to save this version of the letter for the next mailing if you wish. g. Finally, click on Finish & Merge in the Mail Merge banner in Word, if you wish to Print or save the document and print it later.
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