If you selected to insert one of the predefined groups (step 7 above), 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.
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.
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.
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.
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.
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.
- In the family’s Rates/History/Keywds window, you can view the credits and the dates they were assigned. The Recap/Totals window displays the difference between the amounts paid and the credits.
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.
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.