Reassigning envelope numbers

[dpetherbridge]

I know we can assign all envelope numbers. However, some of our members don't want physical envelopes. The envelope vendor sends us envelopes that are consecutively numbered, say from 1-150. We don't want unused envelopes so what is the best way to renumber members so the first 150 are ones that want envelopes and then higher numbers would be those that don't? Thanks, Dan

[NeilZ]

I know we can assign all envelope numbers. However, some of our members don't want physical envelopes. The envelope vendor sends us envelopes that are consecutively numbered, say from 1-150. We don't want unused envelopes so what is the best way to renumber members so the first 150 are ones that want envelopes and then higher numbers would be those that don't? Thanks, Dan

This will definitely be a manual procedure, and take some time.

1. Renumber all those that you know do NOT want envelopes to a number in the 4000 range. This will be a temporary holding area. When you do this, tag the profile records for later.

2. Then clear out the first 50 or so numbers by moving them to a 2000 range.

3. Print out a list of 'giving units' in alphabetic order but use the NOT TAGGED filter option, then start reassigning numbers using the list. If you tagged the profiles in step 1, all you should have here are those who want envelopes.

4. Finally, leave yourself some numbers for membership growth, then assign the rest of the numbers to those who don't want envelopes.

[dpetherbridge]

Thanks as always Neil.

[wms7328]

We had the same problem and finally realized that having envelope numbers printed directly on the envelopes was not necessary. We now get envelopes printed with no numbers or dates actually.

While the envelope numbers might help the person entering the contributions, I would recommend you get the check scanner that will read the bottom numbers on the check and bring up the correct person and all you have to do is enter the amount, something you have to do in any case. This is available through Power Church and is a much faster way of entering contributions. We process about 100 checks a week and it takes our entry person less than an hour most of the time.

If you want to get a little more advanced, you can sign up with an electronic deposit vendor that will receive contributions directly from checking accounts or credit cards and most of them can send you a data file that will import directly into Power Church. We use VANCO Services and they work very well with Power Church. We now have about 50% of our active contributors using the electronic system.

My experience with changing envelope numbers is that you have to very careful so that you don't loose data and it's very tedious. The envelope number is really something that only your accounting folks need to know, it really doesn't mean much to the contributors.

[NeilZ]

Even the accounting folks don't need to know them, only people using the Contributions side of the house should need to do anything with them.

I believe in a total wall of separation between income and expenses ..

[wms7328]

I certainly agree with you, wasn't specific enough in my response. Only two people have the ability to see contributions, the staff person that enters them and me as System Administrator.

[bluebird]

We are a very small congregation and have gotten smaller over the years. This year I ordered envelopes numbered 1-101 and had approx. 24 left over for folks who have moved on in one way or another as well as those who don't want envelopes.
This is a major clean-up as I have been asked to re-asign the numbers so that we can order less boxes of envelopes. Not sure it is worth it from my time perspective at least. How do I manage this giant project?
I realize those who will be removed from the active envelope list will have contribution history that must be preserved. Will the procedure outlined below protect this history in case of audit?
Thank you
Beth

[NeilZ]

We are a very small congregation and have gotten smaller over the years. This year I ordered envelopes numbered 1-101 and had approx. 24 left over for folks who have moved on in one way or another as well as those who don't want envelopes.
This is a major clean-up as I have been asked to re-asign the numbers so that we can order less boxes of envelopes. Not sure it is worth it from my time perspective at least. How do I manage this giant project?
I realize those who will be removed from the active envelope list will have contribution history that must be preserved. Will the procedure outlined below protect this history in case of audit?
Thank you
Beth

Beth,

Renumbering does allow for use of all envelopes, leaving some left over for growth.

The procedure listed here will move all contribution history to the new number as the Reassign an Envelope Number routine does this automatically, and also does an entry in the audit log.

That said, you only need to maintain four years of Contributions history per the IRS. So you can actually purge data as of Jan 1 2014 from Dec 31, 2009 and before.

If there is no Contribution history for a person after Dec 2009, you can also delete the person's entry in the system; but that is something for your local board to make a policy decision on.

[bluebird]

Thank you. Now I need to find out the rules for Canada re maintaining contribution history.