New Pledge - Pledge Details

Note: In addition to the information listed below, your organization or institution may have specific rules, policies or procedures for adding financial transactions. Please refer to your policies and procedures documentation before proceeding.

To enter a new pledge:

On the Main Menu, click 'Go To' to display the Go To Application.
When Go To, select the Gift Batch List Application (Application ID 3010, Mnemonic 'BLIST'). There is no need to enter a value in the "Open With ID' field.
Click 'Go'.
When the Gift Batch List appears, scroll through the list and click the ellipses button to the left of the existing batch you wish to add the pledge to, or click the New button in the Gift Batch List Form Header to create a new batch.
If you are creating a new batch, when the Batch Details / Batch Defaults form appears, enter all applicable information and press the Save button.
After the new batch has been saved, or an existing batch has been accessed, from the Page Tree select 'New Pledge' and the Pledge Details form will display.
Enter all applicable information and click Save. To add additional pledges to the batch, repeat steps 6 and 7.
After all pledge transactions have been entered, select Batch Control from the Page Tree to return to Batch Control.
Optionally, run the Batch Proof Report to ensure the total pledge amounts, as calculated by the system, matches the amount you expect.
In the Batch Control form, enter the Sum of Receipts, Sum of Pledges along with any other applicable information and select Closed from the Status drop-down list. Performing this action will indicate the batch is complete and ready for Gift Processing.

Data Fields:

Donor ID	The Advance entity ID of the donor, either an individual or an organization. Required. Notice that Donor is changed to green and underlined when the donor name is displayed. Clicking on this hypertext link will bring you to the Entity’s Profile. If system option 391 is enabled, when a joint pledge is entered, and the ID number of the non-primary spouse is entered in this field, Advance will display a warning message indicating the ID number is not primary on the marital record. The message also indicates the ID number of the primary spouse.
Allocation	The code for the allocation to which this pledge is to be directed. Values entered in this field are validated against the Allocation table. Required. If you do not know the Allocation to which the pledge is to be directed, you may perform an Allocation Lookup by pressing the F2 Key while in this field. Additionally, after entering a valid Allocation Code you may press the Shift + F2 key combination to access the Allocation Lookup. From the Allocation Lookup, you may drill-down to the Allocation Stewardship Profile form to view details about the Allocation.
Pledge Type	The code for the type of transaction being entered. Values in this drop-down list are validated against the tms_pledge_type table. Required
Amount	The hard credit amount of this pledge. Required. If the transaction being entered uses foreign currency (system options 51 and 52), leave this field blank. After you enter in the appropriate foreign currency information below, the system will calculate this amount for you.
Frequency	This is the code for the payment cycle for pledge transactions, e.g., Quarterly, Monthly etc. This drop-down list displays values that are validated against tms_payment_frequency. The user may select a value of anything other than Custom. Custom is a system assigned value and will only be assigned when a payment schedule is modified, thus becoming a Custom schedule. Required Depending on the Payment Frequency selected, the label that displays to the right of the Payment Frequency will display either ‘# Yrs’, ‘# Mths’, or there will be no label at all. Advance displays these labels under the following circumstances: # Yrs will display when you select a Payment Frequency of Annual (A), Quarterly (Q) or Semi-annual (S). # Mths will display when you select a Payment Frequency of Monthly (M). If you select a Payment Frequency of Open (O), Bi-Weekly (B), Bi-Monthly (T), or Weekly (W), no label will display. Advance may assign the Payment Frequency of Custom (C), thus this field will not appear in this case. The value entered in the #Yrs or #Mths field is not stored in the database, i.e., it is a working value in the Batch Gift Ledger.
Payment Amount	The amount of each installment payment for the pledge. When Pledge Amount, Frequency and Number of Years, or Number of Months, are entered, Advance will automatically calculate the individual Payment Amount and Payment Schedule. Required
Receipt	The date on which the pledge was received. Required
Binding	This check box indicates whether this pledge is binding or whether it can be revoked.
Recordable	This check box indicates whether this pledge is recordable.
Joint	This check box should be checked when the transaction involves two spouses; otherwise it should be left blank. If the primary donor has a current spouse, and the split gifts flag is set on their spouse database row, the system will automatically check this box and split the pledge, based on values in the the tms_joint_ratio table.
Annual	This check box indicates whether the allocation that the pledge is being made to is considered Annual. By default, if the annual check box for the specified allocation is checked in the Allocation form, it will be checked here as well. However, you may override this value on an transaction-by-transaction basis.
Campaign	The code that describes the campaign to be credited with this pledge. Values in this drop-down list are validated against the tms_campaign table.
Purpose	The code that describes the purpose of this pledge. Values in this drop-down list are validated against the tms_purpose table.
School	The code that describes the school that will be credited with this pledge. Values in this drop-down list are validated against the tms_school table. If the entity making this pledge has a preferred school on the database, and system option 6 is set to Y, that code will be inserted here and will override the school code set in the Batch Default (if one was supplied) for this batch.
Reunion	The code that describes the reunion group to be credited for this pledge. Values in this drop-down list are validated against the tms_reunion_camp table.
Acknowledgment	The code that describes the acknowledgment letter or form to be sent to this donor. Values in this drop-down list are validated against the tms_ack table.
Special Handling	The code that describes special handling of this pledge and/or donor. Values in this drop-down list are validated against the tms_special_handling table.
Address	Preferred address for the reminders; validated against the tms_address_type (AH) table.
Reference	Text indicating where (outside Advance) additional information regarding this gift can be found.
Alloc Dep	The department associated with the Allocation. Values in this drop-down list are validated against tms_alloc_department (J5). Note: Whether this field displays and if a value is required are controlled by the setting of System Option 142.
Reporting	The code that describes whether the financial transaction should be included in monthly gift reporting. Values in this drop-down list are validated against the tms_reporting (J8) table. This value is required when system option 126 is enabled.
Anticipated Match	The total amount of anticipated matching gifts that will match payments on this pledge. This field is automatically populated based on the setting of System Option 191, "Populate the anticipated match on a pledge." The anticipated match amount for a pledge will be calculated exactly the way the claims are calculated for a gift, which includes populating the anticipated match amount when System Option 20 (Use Matching Policy for Claims) is set to either 'Y' or 'N'. If more than one entity exists on a pledge, the anticipated match values for each entity will be added together.
Payment Date	The date the initial payment is due on this pledge. If a value is present in the 'Initial Pmt Delay' field of the tms_pledge_type view for the selected pledge, the date will be offset by that value. Required.
Pledge Status	This field indicates the status of the pledge. When adding a new pledge, the value in this field will default to A for Active, and may not be modified. The value in this field may only be modified on a pledge modification. Values in this drop-down list are validated against the tms_pledge_status table.
Date of Record	The Date of Record for the pledge.
Soft Credit	The amount of soft credit to be given to this donor for this pledge. This is distinct and separate from the hard credit amount of the gift (which was entered under Amount). The amount entered here will be evaluated against the switches set in the tms_asc_amt_ctrl table.
Discount	The amount of the pledge that has been discounted.
Proposal	If this pledge is linked to a prospect proposal or a program proposal, the proposal number should be entered here.
Appeal	The code for the appeal that resulted in the pledge. Value is validated against the Appeal Header table. This field is context sensitive and you may perform an Appeal Header Lookup by pressing F2 in this field. Membership Appeals whose “can be applied to Giving transactions” check box is checked on the Membership Appeal Header form can also be entered here.
Program	The code that describes the program that will receive credit for this pledge. Values in this drop-down list are validated against the tms_program table.
Class	The preferred class year for the donor of this pledge. If the donor is an alumnus/alumna and has a preferred class year on the database, and system option 5 is set to Y’ that year will be inserted here. Additionally, if system option 66 is set to N, any valid number (not necessarily a 4-digit year) may be entered. If system option 66 is set to Y only years between 1700 and 2100 may be entered.
Anonymous	The code that indicates the level of anonymity requested by the donor. Values in this drop-down list are validated against the tms_anonymous table. At the minimum, the following system required values will be present in this drop-down list: 1. Show Name not Amount 2. Show neither Name nor Amount 3. Show Amount not Name
Source	The code that describes the source of information for this pledge. Values in this drop-down list are validated against the tms_gift_src_info table.
Reference2	Text indicating where (outside Advance) additional information regarding this gift can be found.
Transmit	The code that indicates whether the financial transaction should be transmitted to the financial accounting system (FAS). Values in this drop-down list are validated against the tms_transmit_to_acctg (J7) table. This value is required when system option 125 is enabled.
LM	The code that indicates whether the transaction should be transmitted to the FAS, based on a specific ledger month code. This may be of particular importance to institutions or organizations whose accounting revolves on a ledger month, which may not be synonymous with a calendar month. Values in this drop-down list are validated against the tms_ledger_month (J9) table. This value is required when system option 127 is enabled.
Rec Project	This is the recognition project linked to the transaction. Values in this drop-down are validated against tms_prp_project (PR1).
Dedicated	When a physical recognition project is selected from the Rec Project drop-down above, this field appears and allows you to indicate that the transaction applies to a specific organization, group or person. Values in this drop-down are validated against tms_prp_dedicated_location (PR2). If a physical recognition project code is not selected, this field will not appear. If values are entered in the physical recognition project and dedicated fields, the dedicated value will be removed automatically if the physical recognition project code is removed.
Foreign Currency Type	If the pledge is in non-domestic currency, the Foreign Pledge type should be selected from this drop-down list. Values in this drop-down list are validated against the tms_currency_type table.
Foreign Currency Rate	The conversion rate associated with the selected Foreign Currency type. This value is stored in the exchange_rate column of the tms_currency_type table.
Foreign Currency Amount	The amount of the pledge, in non-domestic currency. When entering a non-domestic pledge, do not enter a value in the Amount field. Instead, enter the Foreign Currency Amount here, and in conjunction with the Exchange Rate, the system will calculate the domestic amount for you and place that value in the Amount field.
Foreign Currency Exchange Rate Date	The date that the non-domestic currency was exchanged for domestic currency. Unless specified otherwise, the system date will be used.