• Locate the Pledge Gift Payment
• Apply Pledge Payment
• Recalculate Pledge Payment Schedule

  Locate the Pledge Gift Payment

To process an incoming pledge payment:

1. Search for and open the pledge Gift record associated with the donor. The Gift Payment system view “Pledges with Outstanding Balance” is a good starting point.

 

2. Find the existing pledge Gift Payment that represents the total commitment.
3. Confirm that this payment is of type ‘Pledge’, the Payment Status is “Posted” and that it has an outstanding balance according to the “Pledge Accrual Balance” field.

 

  Apply Pledge Payment

Once you locate the pledge Gift Payment, use the Apply Pledge Payment action to record the actual payment:

1. Select the 'Apply Pledge Payment' option on the pledge Gift Payment.
2. If a payment schedule already exists, the system will open the next scheduled payment record. Review/modify the payment details including:
   1. Payment Type – This must be updated to something other than “Scheduled Pledge Payment”
   2. Posting Date – Update to the actual date received
   3. Amount – In the payment amount is different than expected, update it here
   4. Any other relevant information, such as gift fees, etc.

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1. If no payment schedule exists, the system will prompt you to create a new payment record.

Enter the payment details, including:

1. 1. Payment Type
   2. Posting Date
   3. Amount – This will default to the full balance of the pledge accrual. Update it to reflect the actual amount received.
   4. Any other relevant information, such as gift fees, etc.
2. Send the applied payment to accounting using your typical Send to Accounting process

Internally, this action records the Pledge Receipt stage for the amount being applied:

• Credit customer.
• Debit account 1999 (or equivalent temporary account configured for pledge receipts).

 

 

 Handling Payment Amount Differences and Recalculation

If the terms of pledge change, or if the actual payment amount differs from the anticipated scheduled amount, the pledge payment schedule should be recalculated from the pledge Gift record.

1. Navigate to the pledge Gift record
2. Select the Pledge tab of the form
3. Confirm the Pledge Details information
4. Select “Calculate Pledge Payment Schedule”

 

• The recalculation will:
  • Remove unpaid scheduled payments
  • Schedule new payments based on the pledge payment frequency, schedule type and remaining accrual balance

Review the revised payment schedule. If desired, scheduled pledge payments can be manually adjusted (Est. Pledge Pay Date, Amount).