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If you have a lot of gaps in envelope numbers, renumbering can help you to purchase fewer boxes. You can reassign envelope numbers at any time, but do not apply the changes until you are ready to use them.

When reassigning envelope numbers, you can perform the first steps of the procedure listed below before the end of the year. You can do this when you order boxed envelopes or when you send a file to your envelope company for the next year. Do not click Apply until you are ready to start using the new envelope numbers.

We recommend making a backup before reassigning envelope numbers. After you reassign envelopes, restoring a backup is the only way to undo the reassignment. If you reassign envelope numbers before time to use the new numbers and do not have a valid backup, you must use the Find Person option or work from your list of new/old numbers to post each entry. You should also print the Reassignment Proof List for your records.

Guidelines for reassigning envelope numbers:

  • Envelope numbers are not reassigned to individuals whose member statuses are not selected.
  • In number reassignment, you can include individuals who currently do not have a member status.
  • In number reassignment, you can include individuals with blank envelope numbers.
  • When using the Exclusion Range option, you can exclude envelope numbers within a selected range so that records with these numbers are not reassigned new envelope numbers.

To reassign envelope numbers

  1. Under Advanced Tools, click the Settings tab.
  2. Select Contributions from the drop-down list and click Go .
  3. Click the Envelope Number Maint. tab.
  4. Enter the envelope Starting Number and Increment.
  5. To exclude a range of envelope numbers that will not be given to contributors as a part of the reassignment process, select Exclude Numbers in this Range. Then, enter the range in the Starting with and Ending on fields.
  6. Under Record Selection, select the records to include in the reassignment.
  7. Under When Reassigning Numbers, select Replace the current reassigned list with records that match this criteria or Add to the current reassigned list with records that match this criteria.
  8. Under Selected Member Statuses, select the member statuses for which you want to assign envelope numbers.
  9. Click Reassign. When the confirmation message displays, click Yes.
  10. If you are ready to start using the new envelope numbers, click Apply.
  11. When the confirmation message displays, click Yes to replace the old envelope numbers with the new envelope numbers.

Note

Do not click Apply until you are ready to start using the new envelope numbers. The best time to do this is during your year-end procedures.

 

 

Additional Field Information

 

Envelope Number Options

  • Starting Number — Enter the first envelope number you want to use.
  • Increment — Enter the increment you want the envelope numbers to increase by. For example, if you only want to use even-numbered envelopes, you would enter a Starting Number of 2 and an Increment of 2.
  • Exclude Numbers in this Range — Select this to exclude a range of numbers from the numbers available for reassignment. Enter the first number of the excluded range in the Starting with field, and enter the last number in the range in the Ending on field.

Record Selection

  • Include Blank Envelope Numbers — Select to assign an envelope number to contributors who currently do not have an envelope number.
  • Include Blank Member Statuses — Select to assign an envelope number to contributors whose member status is blank.
  • Include Deactivated Contributors — Select to include contributors whose Contribution status has been deactivated.
  • Use Last Search Results — Select to assign envelope numbers to those people who are included in your last search results. If an individual does not have a contribution record, ACS will create a contribution record for that person and assign an envelope number. Selecting this option overrides all other settings.

When Reassigning Numbers

  • Replace the current reassigned list with records that match this criteria — Select to replace the current list of envelope assignments with the options you selected above.
  • Add to the current reassigned list with records that match this criteria — Select to add the new envelope assignments to the current reassigned envelope number list. Select this if you are assigning certain ranges of envelope numbers to different groups in your congregation. For example, you could assign one range of envelopes to your Spanish members (envelopes in Spanish), and another group of envelopes to the remainder.
  • Selected Member Statuses — Select the member statuses to include in the envelope number reassignment.
  • Last Run Information — Displays statistical information regarding the Time, Date, and number of Records for the most recent instance that envelope numbers were reassigned.

Buttons

  • Reassign — Click to reassign envelope numbers.
  • Print Reports — Click to print envelope number reassignment reports.
  • Apply — Click to replace the old envelope numbers with the new envelope numbers. Do not click Apply until you are ready to start using the new envelope numbers. The best time to do this is during your year-end procedures.
  • Clear — Click to clear all current envelope numbers from contributor records.