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Marking a Pledge As Written

Owned by admin (Deactivated)
Last updated: Mar 31, 2016
2 min read

A written pledge is a written promise to contribute to the campaign. Written pledges are locked when they are saved and cannot be altered again.

Follow these steps to mark a pledge as written:

  1. Open the Pledges record.
  2. Check that the credit of the donating individual or company is sufficient for the written pledge. The Credit Status must be Approved and the Credit Line must cover the amount of the pledge.
    • To check the credit status of a company, click the Company link and look at the Details > Organization tab of the Company record.
    • To check the credit status of an individual, click the Contributor link and look at the Details > General tab of the Persons record.

  3. In the Stage field, mark this pledge as Written.
  4. Save the pledge. A message prompting that various fields of the Pledges record be double-checked displays. To edit the record, click Cancel and make the necessary changes.
  5. When the information is correct, click OK. The Pledges record is saved. The record is also automatically locked down so the information cannot be edited.

Once a pledge's stage is set to Written and the record is saved, an order is created to book Accounts Receivable and Sales Revenue for the entire amount.

Orders linked with a pledge should not be created manually.

 

In addition, scheduled transactions are created to:

    • Reverse the discounted portion of the revenue and,
    • Recognize the discounted portion of a scheduled payment on the payment due date.

 

Specifying Payment Type for Purchase Orders

Written pledges generate Orders records with a payment type of Purchase Order. The Pledges entity has the ability to control the Purchase Order payment type that is specified on the Orders record. This is a configurable attribute located in the Pledges entity and can be accessed and modified by your system administrator as needed. Below is a description of the attribute:

PurchaseOrderPaymentTypeID: The Purchase Order payment type record (by ID) to be specified on the Orders record. The default value for this attribute is 1 (the Purchase Order included with standard Aptify installations). Note that the ID specified must have a base type of Purchase Order to generate the proper type of payment information on the Orders record.

Also note that if an organization specific payment type exists that is different from the purchase type specified in the Pledges entity; the organization specific payment type will be used for employees linked to that organization. See the Managing Payment Types.

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