Add a Fund

Tip: See Notes About Setting Up Funds before adding a fund.

Add a new fund when you have a new major contribution over a long period of time or over several short fund periods. You can add a predefined list or set up your own activities for a fund.

  1. On the Diocese tab, click Development Funds > Fund Activities.
  2. At the top, click Add Fund.
  3. For Fund Identifier, enter a unique fund ID. You can enter letters and/or numbers.
  4. For Fund Name, enter a unique name for the fund.
    Note: If you edit the fund name after you've used the fund, all past and current entries are changed.
  5. Select the due date information.
    1. Fund Period—The date range of the fund. For example, if the fund period is set up to run from July to the following June, a family's quarterly pledges are due on July 1, October 1, January 1, and April 1.
    2. Billing Period—The pledging date range of the family. For example, if the family pledges quarterly from May to the following April, the due dates are May 1, August 1, November 1, and February 1.
    3. Calendar Year—January to December. For example, if the family pledges quarterly from May to the following April, the due dates begin July 1 and follow every three months–October 1, January 1, and April 1.
  6. Select the recurring charge due dates.
    Tip: To set a monthly due date other than the 15th, select First Day and set up each family's billing date starting on the day you want to bill them. For example, to bill on the 20th of each month, set up the family for 01/20 through 12/20.
  7. If you want to increase pledges to match payments, select the option. For details on this, see the Fund Field Information.
  8. Under Fund Periods, click the add icon green plus sign and enter the year, starting and ending dates, and, optionally, a goal.
  9. In the bottom grid, click the add icon. You can add predefined fund activity groups or click Make Group to enter the groups, activities, and functions you need. For more on predefined groups, see the Fund Field Information.
  10. Click Save.
  11. When you're ready to assign the fund period to all families in your program, click Add to Fams.
  12. Make sure you give users the appropriate access to this fund, if needed, under Users and Passwords > Individual Fund Access.

Fund Field Information

Increase Pledge to Match Payments
If selected, the total pledged is automatically adjusted when overpayments are made. In other words, if the total for all payments exceeds the pledged amount, then the total pledged is updated to account for those extra payments. This affects fund totals in the Overview windows. Report totals are unchanged since you select how to print overpayments for each report.

For example, a family pledges $1,000. They make payments that total $1,500. If this option is selected, the pledge will show in the family's Overview windows as $1,500. The actual rate stays at $1,000 so you can still see what the original pledge was.

If no pledge is made and a family makes a payment of $29.95, then the pledge shows as $29.95.

Predefined Group
If you selected to insert one of the predefined groups, you can select which groups and activities to use. The predefined lists contain some of the most commonly used fund types:
  • Bishop's Annual Appeal—Includes a group of activities that can be used for a typical Bishop's Annual Appeal.
  • Capital Campaign—Includes a group of activities that can be used for a typical capital campaign.
Make Group

If you selected to make your own groups of activities, you can add it at the beginning or end of the list. Enter the group name, then enter the activities using the guidelines below.

Group Name

This identifies a collection of activities within the fund. For example, one group can deal with current pledges, another with volunteer hours, another with ISF fees, and another with miscellaneous activities. This way, you can keep related activities together in a logical order within the fund.

Activity Name

This identifies the activities that you post transactions to. Each activity name must be unique within the fund, and can be up to 40 characters long. For example, you can have an activity named "Pledges Due" that you use when posting the amounts due for pledges. Or you can have a special activity called "Christmas Donations" to use when posting the amount collected for Christmas.

Function of the Activity
This records what each activity is used for. The following activity functions are available:
  • Payment—Money collected that can be tax-deductible payments, non-deductible payments, initial deposits, or any other general payment.
  • Pay Down—A payment that reduces the pledge rate without changing the amount due.
  • Additional Gift—A payment or donation that doesn't count toward the pledge but is included in the fund.
  • Non-Cash Contribution—A deductible payment that isn't cash or check, such as stock or auction items. The parishioner must designate a value for the item so that when the item is posted, you can apply the value to the family's pledge payment.
  • Quid Pro Quo—A payment the family makes in order to receive something of value in return. The activity name must include the dollar amount of the item being received in order to determine how much of the contribution is tax-deductible. For example, "Fall Dinner Dance $20".
  • Credits—Money that counts toward a family's fund that was paid by a source other than the family. Examples include a student receiving a scholarship which is applied to tuition, a family receiving a school credit because one of the parents is a teacher, or a family receiving a pledge credit because the father repainted the parish.
    • An activity with the function Credit reduces the amount due but doesn't increase the amount of cash or checks paid.
    • The family's Rates/History/Keywds window displays the credits and the dates they were assigned. The Overview window displays the difference between the amounts paid and the credits.
  • Payment from Last Year—A total of the payments on a fund from last year. Used when the fund period overlaps years and the payments must be carried to the next year. Select this option for funds that you've carried forward into a new fund period.
  • Initial Payment—A payment commonly used in pledge drives and capital campaigns to designate the payment that accompanies the pledge card. This can represent the charge and payment in a single entry. The pledge is attributed to the first charge activity in the group where the initial payment displays.
  • Charge—Money due from pledges, tuition, or fees.
  • Refund—Money that has been returned to the individual. Used instead of reducing the original posting.
  • Write-Off—Indicates an uncollectible amount posted to a fund. This reduces the charge by the amount of the write-off, lowering the balance.
  • Hours Pledged—Some families donate time instead of money. This activity type tracks the amount of time a family has committed to give. If you allow this kind of donation, make sure you set up a separate group in the fund. Each family member can pledge a different amount of time.
  • Hours Completed—Amount of time a family has completed of the hours pledged.
  • Hours Remaining—Amount of time a family has left to donate of the hours pledged.
  • Balance—The difference between what has been charged and what has been paid. This is normally the last activity in a group that includes the type Charge.
  • Group Total—The total of the activities in a group. This is normally the last activity in a group without the type Charge.
  • Ignore—Used for marking payments that shouldn't be included in the total amount due or paid. For example, if a check comes back from the bank with insufficient funds, the payment is ignored but it is marked as received. Each fund should include a Miscellaneous Activities group with the type Ignore.
Note: Remember, any activities listed between the Charge and the Balance functions are applied to the pledge. Activities listed outside of these functions are considered additional activities.