Many organizations find that envelope numbers are a convenient way to enter and track gifts. ACS makes it easy to assign envelope numbers, send envelope numbers to the envelope printer, and enter contribution or pledge information using envelope numbers. Envelope numbers are not required, and you can have a mix of contributors with envelope numbers and contributors without.
When you add a contributor, you can manually enter an envelope number for the contributor, or you can click Next to assign the next available envelope number.
When entering contributions or pledges, you have the ability to pick contributors by entering their envelope numbers. Using this method, you can save time when entering a stack of contributions.
At the end of the year, you can reassign envelope numbers for all of your contributors. You can choose what envelope number to start with and also the increment between envelope numbers. For example, if you want to use even envelope numbers only (2, 4, 6...) you would enter a start number of 2 and an increment of 2. You can also have several filtering options and the ability to exclude a range of numbers.
You can also assign groups of envelope numbers; for example, you can assign one group of envelopes to your Spanish congregants, and another group of envelopes to the rest of your congregation. Or, you could assign one group of envelopes to adults and one to children. You can also click Clear to clear envelope numbers from contributor records, but you do not have to do this if reassigning.
After reassigning the envelope numbers, you can print a report with the new envelope numbers or perform an envelope extract. The envelope extract is an electronic file that you can send to the envelope printer.
Envelope numbers are normally reassigned at the end of the year, but they can be reassigned at any time. Many organizations reassign envelope numbers in the fall so that the new numbers can be sent to the printers, but don't perform the last step (by clicking Apply) until they are ready to enter contributions in the new year.