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1 Quarterly or Periodic Pledge Statements There will be times when a parish wishes to send quarterly or a statement at a different period of time. The following details ways to send statements which reflect the amount given by families who have pledged, during a certain time period. The reports below will only show the main pledge fund, and only show families that have a pledge amount recorded in the pledge screen. If you wish to have all your registered parish families receive a statement(even those that did not pledge), or you wish to show all contributions to multiple funds (even those without a pledge), please explore the End of Year statements as those reports/letters include more information. 1) Click on Reports > ParishSOFT Reports The screen will appear similar to below: 2) Prior to running any pledges, we will run a Pledge Update to update any contributions that have been edited and make sure they are applied to the pledge. The default for ParishSOFT is to un-apply a contribution payment to a pledge if it has been altered, as the fund and date could be changed and the payment may not apply correctly to the pledge. Therefore, it is extremely important to run the pledge update prior to printing any reports to make sure everything is correctly applied, even if you don t believe you ve made any changes. 3) Click on Utilities > Build Custom Queries and look for the following Custom query: PledgeUpdate_1 and PledgeUpdate_2 4) If these queries are listed on your dropdown area, as seen below, first select the PledgeUpdate_1 then click Display Query.

2 5) You will get two warnings, as seen below. Click Yes to both. 6) Next click on PledgeUpdate_2 in the dropdown list, then click Display Query, following up with Yes on the warnings. *If you do not have the queries listed above in your dropdown list, please go to the end of this document for instructions about how to initially save these queries. Having finished re-connecting all our pledges, now we ll move onto printing the statements we need. 7) Go back in the ParishSOFT reports menu till we re on the Main Reports screen, then click on Pledge Reports Menu and the following screen will open.

3 8) At the top of the screen to the right of the words Pledge Fund, select the fund in which the pledges have been entered from the dropdown menu. Then Click the Recalc Balances button. 9) To see the overall status of the pledge click on the Print Report All Pledges button near the top of this screen as seen below: This will show the total balance of pledges, as of today s running of the report. 10) The Print Report All Pledges appears as seen 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.

4 11) Next, under the section which says Periodic Fund Statements and Reports we will enter in the Time Period for which month we would like to see the total payments up through. (typically this current month) 12) If we would like to print off all families that have a pledge, even if they ve already paid for this past month and don t have something due then look at the Periodic Statement report. 13) However, first click on the button Select Body of Statement to either select or type in the message that you want on this Periodic statement.

5 14) Next, clicking the Periodic Statement report shows us a letter style of report with only the contributions/pledge due amount THROUGH the end of the time period listed above. *If you are trying to print something like a quarterly report and want to see only the total through the end of a month, say March, even though it is April 15 th, this report will show only amounts through March even if the person already gave more on April 5 th. (ex: it will exclude the April 5 th amount) *This report will also NOT show any family that has paid in full their pledge. (or overpaid their pledge) Saving the Pledge Update Queries: (we will be saving 2 queries to run the update)

6 1) Open any ParishSOFT module and select Reports > ParishSOFT Reports > Utilities > Build Custom Queries. 2) Ensure the Query Name and the Query fields are blank. If they are not blank, select the blank Query Name from the drop-down list and then clear the contents of the Query window. (highlight it and click Delete or Backspace on your keyboard) So that your screen shows as seen below 3) Copy the Query Name (listed below in blue) and paste it into the Query Name field in ParishSOFT exactly as it appears below. PledgeUpdate_1 4) Copy the Query Text below and paste it into the screen in the large white area below where it says Query on the left side of this screen. You will copying from the word INSERT listed in blue below, down to the semi-colon. INSERT INTO tbldbtracing ( TraceDate, TableName, RecordID, ReadMe, diouniqueid ) SELECT Now() AS Expr1, "Contributions" AS Expr2, Contributions.ContribID, -1 AS Expr3, Contributions.diouniqueid FROM pledge INNER JOIN Contributions ON (pledge.coa_id = Contributions.AccountID) AND (pledge.membershipid = Contributions.MembershipID) WHERE ((Contributions.pledgeid) Is Null); 5) Your screen should appear similar to below:

7 6) Next click on the Save Query button in Custom Queries screen on the right side. ParishSOFT. (you will now be able to re-run it at any time if you come in and select the name from the drop down list) 7) Click on the Query Name dropdown again and re-select the blank one from the list and clear out any existing information in under the Query: area by highlighting it again and clicking Delete or Backspace on your keyboard. 8) Copy the Query Name (listed below in blue) and paste it into the Query Name field in ParishSOFT exactly as it appears below. PledgeUpdate_2 9) Copy the Query Text below and paste it into the screen in the large white area below where it says Query on the left side of this screen. You will copying from the word INSERT listed in blue below, down to the semi-colon. UPDATE Pledge INNER JOIN Contributions ON (Pledge.MembershipID = Contributions.MembershipID) AND (Pledge.COA_ID = Contributions.AccountID) SET Contributions.PledgeID = [Pledge].[pledgeid] WHERE (((Contributions.PledgeID) Is Null)); 10) Your screen should appear similar to below:

8 11) Next click on the Save Query button in Custom Queries screen on the right side. ParishSOFT. (you will now be able to re-run it at any time if you come in and select the name from the drop down list)

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