The pledge progress letter can be used to let folks know how they are doing against their pledges. The letter can be printed or emailed to pledgers who gave during the period or all pledgers regardless of their giving.
To create Progress Letter, do the following:
- Expand the Pledges menu.
- Click on the Pledge Progress Letter menu item. The Progress Letter window will be displayed.
Criteria
From the Criteria tab, you can choose the type of pledge campaign that you’d like to print the letters for.
Enter the following information:
Pledge Fund - Choose the pledge campaign you’ll be running the letters for.
Show on Letter – Choose the information you’d like on the letter:
- Choose Summary and all details to display a summary of giving plus a listing of all contributions.
- Choose Summary and period details to list only those contributions within the reporting period.
- Choose Summary Only to exclude the details.
Starting Period – Enter the starting date of the report period you’d like the letter for.
Ending Period – Enter the ending date for the report period for the letter.
Notice the tabs across the middle of the criteria page. On the Details tab enter the following information:
People to Include - choose the folks who should get a letter:
- All pledgers for campaign – each person who made a pledge will receive a letter regardless of contributions during the period.
- Gave in Period – only create a letter for those pledgers who gave during the reporting period.
- Didn’t give in period but have given – creates a letter for anyone who has pledged and given.
- Haven’t given – creates a letter for the folks who have pledged but have not given at all.
Choose the information to display in the summary section:
Pledge Total – this is the total amount of their pledge or promise.
Recvd to Date – the total amount that has been contributed thus far.
Rcvd this Period – the amount that was contributed during the report period.
Pledge Start – the starting date of the pledge.
Pledge End – if you’d like the receipt to only have a grand total or if you’d like it to display summary information by fund. You may also choose to display each individual gift.
Frequency – inidicates if the pledge was weekly, monthly, one-time.
From the tabs across the middle of the criteria page, click on Print Options to make the following selections:
Single Print Job – under the print options section, mark this box if you want Roll Call to create 1 large print job for the quarterly receipts. If you will be duplexing the print job (printing on both sides of the paper) you do not want to create a single print job. If you are emailing receipts you do not want to create a single print job. If you are using a large copier printer that requires a project code, you would want to check this box.
Cover Letter – if you’d like to print a cover letter before each statement, mark this box. Use the text tab to create your cover letter.
Print on Stationary - mark this box if you will be printing the statements on letterhead. By checking this box, the churches return address will not be printed on the statement. The statement will begin about 2 ½ inches down the page.
Use Org Letterhead – if you would like to pull in your letterhead graphic to print directly on the receipt, mark this box.
First Page Only - if you will only be using stationary for the first page of the receipt, mark this box.
Show Envelope Number – if you would like the envelope number printed on the letter, mark this box.
Sorted By – choose the sort order of the print job. Do you want the letters sorted by zip code or by name.
Exclude – to exclude receipts for folks who have an address marked as “bad” or “do not send” mark this box.
From the tabs across the middle of the criteria page, click on Customize to change the font and alignment.
Top Margin – the number of centimeters required for the top margin.
Organization Name – the number of lines down that the organization name starts.
Address starts on line no - the number of lines down that the donor’s address starts.
Body starts on line no - the number of lines down that the body of the receipt starts.
Customize Font – mark this box if you’d like to change the font and size for the receipt. This may take some trial and error to make sure the summary section columns fit on the receipt.
Font– choose the font you’d like to use for the body of the letter.
Size – choose the size of the font you’d like to use for the body of the letter.
Text
There are several different types of “text” that can be used to customize your receipt.
They are as follows:
Top Text – The top text area is used as a thank you note at the beginning of the statement. If you have a verse or a paragraph that you’d like printed at the beginning of the statement, use the top text area. If you have large thank you note, we recommend you use the cover letter section.
Cover Letter – The cover letter is a 1 page letter that will be printed before each statement.
Bottom Text – The bottom text area is used as footer text. It typically indicates no goods or services were received.
Org Letterhead – if you’d like to pull in your letterhead graphic so that the stationary and receipt are all printed at once, use this section.
To enter the text you’d like displayed on the statement, do the following:
- Click on the Receipt Text tab.
- Click on the type of text you’d like to enter.
- Enter the text and format it as appropriate.
View People
The view people tab is used to review the list of people that will be getting a letter. If you’d like to print a letter for all these people, click PRINT LETTER. If you only want to print them for several of the people in the list, highlight the people that you want, then click PRINT LETTER. It will only print statements for those people that were highlighted.
Printing/emailing your letter
Once you have set up your criteria, reviewed the list of people and set up your text areas, click on PRINT LETTER. The statements will be printed for everyone in the view people tab that does not have Email checked. If you want to print a receipt for everyone in the list regardless of the Email status, simply highlight all the people, then click PRINT LETTER.
If you’d like to email the statements, click EMAIL LETTER. You will be given the choice to simply create a pdf for each statement, or to create pdf and send email. The receipts will be emailed to everyone in the list that has Email checked. If you want to override the Email status, highlight everyone you’d like to email a statement, then click EMAIL LETTER.