Globally Write-Off Pledges

When your organization cannot collect multiple pledges, you can write off the entire group of pledges so the balance for each no longer appears as expected income in your general ledger. In one action, you can write off multiple pledges that meet a set of criteria you define.

For example, several constituents in your system have an outstanding balance of $50 toward pledges for the Annual Campaign. In the meantime, these same constituents pledge an additional $10,000 each toward a new campaign. Because the constituents pledge to give more substantial donations, you determine the outstanding $50 pledge balance to be insignificant. You can globally write off the $50 balance for all of these pledges in the same process.

Before you can add a new pledge write off process, you must first define a query and selection for the write off process in Query. With Query, you can select an ad-hoc query or a smart query for your write off process. When you create a query to use for a global write off process, select “Revenue” in the Query type field. When you save the query, select Create a Selection, and select whether to create a dynamic selection or a static selection. For more information, refer to Query.

When you select to create a static selection, the program writes off only those pledges that meet the criteria for that selection at the exact time you create the selection. You can write off the pledges in a static selection only once. To create a global write off process you can use multiple times, select to create a dynamic selection. Dynamic selections include any new pledges that meet the original criteria each time you run the write off process.

Note: When you enter information in the Add new pledge write-off process screen and select Save, the program creates a single instance of this process but does not run the process itself. To run a global write off process, select the process to run in the grid and select Start process.

Note: You can also write off multiple pledges using the Pledge Write-off batch. The Pledge Write-off batch allows you to write off multiple pledges at one time, write off the full pledge balance or selected installments, and take advantage of the approval workflow and validation functionality within Batch.

Warning: The Global pledge write off process does not reduce the recognition credit amounts for the written off pledges. To reduce the recognition credit amounts for constituents, you must use a Pledge Write-off batch or write off a pledge individually.