Reassigning Envelope Numbers

[PatB]

Because of members joining and leaving we need to reassign some envelope numbers. I am aware that Power Church 11 has this feature but we have never used it - one reason is that our auditor is concerned about database integrity when archiving the old records. Our desire would be to move inactive members to an envelope number range that we don't use, and then assign those old numbers to new members. What should we watch out for if we do this? Has anyone had database errors or inaccurate reports after reassigning envelope numbers?

Thanks,
PatB

[JohnDMeyers]

We reassign envelope numbers every year. People who were one-time givers or who won't be around in the new year get reassigned to a number range, similar to what you are thinking of doing. It allows us to use our pre-printed envelope numbers in order and give them to those who are regular givers for the new year.

We have never had any issues with the database.

[NeilZ]

John is correct, when you reassign the numbers, all the data that was formerly with that number is transferred to the new one so NO contributions data is lost.

Here's the envelope numbering scheme that has worked for us:
viewtopic.php?f=4&t=4562&p=16149#p15947

I wrote that about a year and a half ago, I've since verified the requirements for the IRS retention, and the requirement is to retain contribution data for 4 years from the date of the filing of the income tax return. So if the money was given in 2011, you must hold on to the data until April 2015.

[PatB]

Thanks for the input!

[John Dykema]

As far as reassigning a person from say #250 to the 8250 range upon leaving our church we do that. The next year the #250 envelopes are available to another new member. I have had it a few times that if the "new'" member contributes but subsequently transfers out and I again reassign 250 to 8250 the reassignment goes through with no errors saying that these are two different people. Now it has merged 2 different people's gifts under #8250. It hasn't happed often but it's a mess when it does. Now I go through hoops to catch that before I reassign.

[NeilZ]

As far as reassigning a person from say #250 to the 8250 range upon leaving our church we do that. The next year the #250 envelopes are available to another new member. I have had it a few times that if the "new'" member contributes but subsequently transfers out and I again reassign 250 to 8250 the reassignment goes through with no errors saying that these are two different people. Now it has merged 2 different people's gifts under #8250. It hasn't happed often but it's a mess when it does. Now I go through hoops to catch that before I reassign.

John,

I've not seen that happen in all the number changes I've done. What version of Powerchurch are you using ??

[John Dykema]

We always update immediately when versions come out. Admittedly I haven't had the problem in the last two years because I always check my number log to see if another person had used that number already and if so, I boost the number I'm working up to another range. I'm just saying that it has happened to me in the past. Maybe it's been fixed by now.