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Envelope Number/Envelope Look-Up, Add/Modify Contribution Screen

Help – Training – Explanations – Hints



This is the HELP TEXT narrative for “Using the Envelope Number & Envelope Look-Up” on the Add Contribution screen and on the Modify Contribution screen.



There are slight differences depending upon whether you are posting a new contribution or modifying (updating) an existing contribution. In this case, about the only difference is the Add Contribution screen will be blank and the Modify Contribution screen will already have an Envelope Number displayed, if an Envelope Number was entered originally. Since Envelope Number can be changed, just follow the same procedures described below if an Envelope Number is already displayed.



As you begin the process of entering or posting a donation, first you have to establish or assign WHO gave the contribution. You do this in one of three ways:



1. By Envelope Number:

If you know the person’s envelope number, enter that in the first box and press the [Envelope Number Lookup] button. If the envelope number is already in the system and assigned to a contact record, that person's name will be displayed in the “Person Giving the Contribution” box. If not, nothing will change and you can try searching again.



2. By Name:

A complete description of how to properly use the Alphabetic Lookup for Names – which includes the Contributor Filter option for facilitating faster lookups – is available as a HELP TEXT narrative. Click the [Help ?] button on this Comprehensive Help screen labeled “Using the Alphabetic Lookup & Contributor Filter” to see this important information.



3. Leave it Unassigned:

Anonymous Giver is a special, “system-generated” person. There is no contact record for Anonymous Giver. When you post a contribution that you do not want to assign to a specific individual, you can enter “GIFT” in the “Envelope Number” box and then press the [Envelope Number Lookup] button. The transaction will be posted to the system-generated person, “Contributions, Anonymous”, not to any of your contact records (members, prospects, etc.). Examples of anonymous gifts might be loose cash or loose change in the offering plate, and donations given anonymously.



** Note: Click the [Help ?] button on this Comprehensive Help screen labeled “Overview & Basics” to see this important information with explanations and hints on using the Anonymous Giver.



More Envelope Number Options:



Using either of the three methods described above, when the person's name is shown in the “Person Giving the Contribution” box, an Envelope Number display line will appear (towards the bottom and left side of the screen.) If your church has assigned envelope numbers, this may be a further confirmation that you have selected the correct donor.



If you used method 1 or method 2 above, and the person's envelope number is already defined, it will appear on the Envelope Number display line. Also, an Update Profile Envelope Number hyperlink will appear to the right of the Envelope Number display line. If you need to change the person’s envelop number to a different number, use the Update Profile Envelope Number hyperlink to change their envelope number in their Profile.



After this change, the newly supplied Envelope Number will be assigned to this person. However, previously posted transactions for this person will not be changed. Their old Envelope Number will still be assigned to their previous donations.



If the person’s Envelope Number is not already defined, there will be an Add Envelope Number hyperlink where you can go into their Profile record and enter the envelope number for that person (if you know it).



** Note: Before you do anything else on this screen, you must have a valid donor name selected. That will be either someone already defined in your contact records, or the system-generated “Anonymous Giver”. If you enter other data first, then come back to this area, the other data will be lost (blanked out) when you go through the process of selecting a valid donor name.


"CAA Product Help" from CAA Ministries at Support@CAAsoftware.com or 404-551-4230