Pledge Process

1. Set Up Pledge Documents
   
   

    

   1. Go to "Settings" on the Main Navigation Bar and select "Contacts Settings"
   2. Scroll down to the Pledge & Receipts Letter Templates section
   3. Click the "Edit" button
   4. Expand the Pledge Thank You Letter Accordion
   5. Customize the letter template and insert place holder fields as needed
   6. Expand the Pledge Payment Reminder Letter Accordion
   7. Customize the letter template and insert place holder fields as needed
   8. Expand the Pledge Payment Receipt Accordion
   9. Customize the receipt template and insert place holder fields as needed
   10. Click "Save"

    

    

2. Enter Donor into Contacts, if needed
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Contacts"
   2. Check to make sure the contact is not already in PastPerfect by typing the Last Name into the Simple Search Box and scanning through the results
      • If the contact already exists, go to the Contact record, and continue to the next set of steps.
   3. Click "New Record"
   4. Fill in the required fields: ID No, Last Name
   5. Populate the rest of the fields as needed
   6. Click "Add New Record"
   7. Enter in any additional information, including the fields on the Address & Phone Numbers Accordion
   8. Click "Save" in the Edit Bar at the top of the screen

    

    

3. Enter Pledge
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Contact record
   2. Expand the Pledges Accordion
   3. Click "Add New Pledge"
   4. Fill in the required fields: Date of Pledge, Payment Interval, Amount, Date of 1st Payment, and Number of Payments
   5. Fill in additional fields as needed
   6. Click "Save" on the pop-up window
   7. Click "Save" in the Edit Bar at the top of the screen

    

    

4. Print Individual Pledge Thank You Letter
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Contact record
   2. Expand the Pledges Accordion
   3. Click the hyperlink in the Thank You Letter Sent column
   4. Customize the letter on the letter screen as needed
   5. Use the "Email", "Save as PDF" or "Print" options to produce the letter in the desired format
   6. Choose whether you want to add the entry to the Mail & Contact Log
   7. Close the Pledge Thank You Letter window
   8. Click "Save" in the Edit Bar at the top of the screen
   9. To print a mailing label, click "Letters" in the top right of the Contact record, click "Print Label", and follow the prompts

    

    

5. Print Bulk Pledge Thank You Letters
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Pledges & Receipts"
   2. Select "Pledges" in the Left Sidebar
   3. Click "Add Filter"
   4. Select "Date of Pledge" as the Field
   5. Select "Greater Than Or Equal" as the Condition
   6. Type in the beginning date for the pledges that need thank you letters printed
   7. Click "Add Filter" again
   8. Select the radio button for "and"
   9. Select "Date of Pledge" as the Field for the second line
   10. Select "Less Than Or Equal" as the Condition
   11. Type in the ending date for the pledges that need thank you letters printed
   12. Click "Apply"
   13. Browse through the resulting records to be sure they are ones for which you want to print letters
   14. Click "Email or Print Thank You Letters"
   15. Select one of the output options: "Print Mailing Labels", "Print to PDF", "PDF Preview of Emails" or "Send All Emails Now"
   16. Choose whether you want to add the entry to the Mail & Contact Log

    

    

6. Enter Pledge Payment (Donation) & Print Thank You Letter
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Contact record
   2. Expand the Donations Accordion
   3. Click "Add New Donation"
   4. Fill in the required fields: Date, Amount, Type of Payment, and Fund
      • If Type of Payment is "Check", you will also need to fill in Check or Reference No
   5. Select the correct pledge in the Apply to Pledge No field
   6. Fill in additional fields as needed.
   7. Click "Save" on the pop-up window
   8. Click  the hyperlink in the Thank You Letter Sent column
   9. Customize the letter on the letter screen as needed
   10. Use the "Email", "Save as PDF" or "Print" options to produce the letter in the desired format
   11. Choose whether you want to add the entry to the Mail & Contact Log
   12. Close the Donation Thank You Letter pop-up window
   13. Click "Save" in the Edit Bar at the top of the screen
   14. To print a mailing label, click "Letters" in the top right of the Contact record, click "Print Label" and follow the prompts

    

    

7. Print Individual Pledge Payment Receipt
   
   

    

   1. Click "Edit" in the Edit Bar at the top of the Contact record
   2. Expand the Pledges Accordion
   3. Click the hyperlink in the Pledge No column
   4. Click the "Schedule of Payments" button on the pop-up window
   5. Click the hyperlink in the Receipt Sent column for the desired payment
   6. Customize the receipt on the letter screen as needed
   7. Use the "Email", "Save as PDF" or "Print" options to produce the receipt in the desired format
   8. Choose whether you want to add the entry to the Mail & Contact Log
   9. Close the Pledge Payment Receipt pop-up window
   10. Close the Pledge Payment Schedule pop-up window
   11. Click "Save" on the Edit Pledge pop-up window
   12. Click "Save" in the Edit Bar at the top of the screen
   13. To print a mailing label, click "Letters" in the top right of the Contact record, click "Print Label", and follow the prompts

    

    

8. Print Upcoming Pledge Payment Reminder Letters
   
   

    

   1. Go to "Development" on the Main Navigation Bar and select "Pledges & Receipts"
   2. Select "Pledge Payments" in the Left Sidebar
   3. Click "Add Filter"
   4. Select "Date" as the Field
   5. Select "Greater Than Or Equal" as the Condition
   6. Type in the beginning date of your desired date range for upcoming pledge payments
   7. Click "Add Filter" again
   8. Select the radio button for "and"
   9. Select "Date" as the Field for the second line
   10. Select "Less Than Or Equal" as the Condition
   11. Type in the ending date of your desired date range for upcoming pledge payments
   12. Click "Add Filter" again
   13. Select the radio button for "and"
   14. Select "Paid" as the Field for the third line
   15. Select "Is" as the Condition
   16. Type in "0" as the Value
   17. Click "Apply"
   18. Browse through the resulting records to be sure they are ones for which you want to print letters
   19. Click "Email or Print Reminder Letters"
   20. Select one of the output options: "Print Mailing Labels", "Print to PDF", "PDF Preview of Emails" or "Send All Emails Now"
   21. Choose whether you want to add the entry to the Mail & Contact Log

    

    

For additional information, see Pledges.