Pledge Batching
Learn more about creating pledge batches in MinistryPlatform.
We know that for annual appeals, the pledge amount is just as important as the paid amount. That's why you can batch pledges in the Batch Manager Tool (BMT)! You can create a new batch of just pledges or pledges and donations - that's right, you can add donations and pledges to the same batch! This way, you can add several pledges to your system at once, reducing time spent entering pledges and ensuring your bottom line as is accurate and up-to-date as possible.
When you create a pledge batch, you must enter the expected number of pledges and the total amount pledged for the batch. The number of pledges and pledge totals must match what's expected before you can finalize the batch, just like a donation batch. If your pledge batch also includes donations, the expected number of donations and expected donation total must also match before you can finalize the batch.
Also, when creating a pledge batch, MinistryPlatform verifies that the batch's campaign matches the pledge's campaign. Since all the pledges in a batch should go to the same campaign, you may receive an error if the campaigns don't match. Don't worry! Use the Fix: Mismatched Batch Pledge Campaign to review and correct any mismatched pledges.
When you batch pledges, the pledge totals aren't factored into the deposits or accounting integrations — just the amount of the pledge for the specific timeframe. While you can include donations in pledge batches, only the donations are included in any deposits or accounting integrations — pledges are not.
Cash vs. Accrual Accounting
A brief overview on the differences between cash accounting and accrual accounting, and how you can use the Batch Manager Tool to include pledges in your accrual accounting efforts.
Cash Accounting
Cash accounting is considered the simplest way to keep track of your money. You record revenue when you receive money and when you pay out money. While cash accounting can tell you exactly the money you have in the bank right now, it isn't the best when you want to look ahead at upcoming expenses and revenue.
For example, your church receives an electric bill for $1,000. Using the cash accounting method, you wouldn't record the amount for the electric bill until you actually pay the bill, which could be days or weeks later.
Accrual Accounting
Accrual accounting records revenue when you earn it and expenses when you incur them, regardless of when the transaction of cash occurs. It often provides a more accurate picture of your financial performance.
For example, your church receives an electric bill for $1,000. Using the accrual accounting method, your church would record the bill as an expense the day it receives the bill. While the money hasn't officially left your bank account, you already know how much money will be in your bank account when you pay that expense. Simply put, accrual accounting helps you plan ahead. This makes it helpful for larger and more complex organizations.
Pledging & Accrual Accounting
While you can use both cash and accrual accounting with the Batch Manager Tool, you can include pledges in your accrual accounting efforts. This way, you can see what you can expect from your congregants throughout the year. While pledging information won't be stored in MinistryPlatform, you can use your accounting solution and enter information based on the pledging data you see in MinistryPlatform.
Create a Pledge Batch
Use the Batch Manager Tool (BMT) to add a batch of pledges or pledges and donations.
- You must have the Batch Manager Pledges security role to do this.
- You must have set up a donation source for the Default Pledge Source field.
You must enter the total pledge, pledge frequency, and pledge duration for each pledge you enter. Once you enter that information, the BMT calculates the number of pledge installments and installment amounts for you.
- This creates a batch record in .
- This creates a donation record in .
- This creates a donation distribution record in .
- If you created an initial donation for a pledge, this creates a pledge record in .
Pledge Batch Fields
- Donor
- The person making the pledge.
- Pledge Campaign
- The pledge campaign this pledge goes to.
- Pledge Status
- The status of the pledge.
- If it is Active, the pledge is still ongoing.
- If it is Completed, the pledge has been fulfilled.
- If it is Discontinued, the pledge was completed before meeting the total pledge amount.
- If it is Pending, the pledge is still being processed.
- Total Pledge
- The total amount being pledged.
- Installments Planned
- The number of times planned for this donation to occur. This will be a number 1-12. For example, if your donor plans to break their pledge into four different payments, you'll enter 4 in this field.
- Installments Per Year
- The number of times per year this donation occurs.
- Installment Amount
- The amount of money per installment for this donation.
- First Installment Date
- The date the first installment of this donation was made.
- Notes
- Any additional comments about this pledge.
- Gift Frequency
- How often the donor plans to give this contribution, such as monthly, weekly, and so on.
- Donation Source
- How you received this donor's pledge, such as in person, a pew card, online, and so on.
- Last Installment Date
- The most recent payment of this donation.
- Batch
- The batch that this donation is a part of.