Reassigning envelope numbers

[computergirl]

Here is my situation: During 2008 the user of envelop # 105 transferred to another church (they had made some contributions before leaving). Is there a way that I can assign that envelope number to new members now in 2009?

[NeilZ]

Here is my situation: During 2008 the user of envelop # 105 transferred to another church (they had made some contributions before leaving). Is there a way that I can assign that envelope number to new members now in 2009?

You can, but first you'll have to reassign the family currently having 105, to a new number.

Since you have to maintain these records for a time (I'm thinking something like three years), you can't just erase this data.

What you should do is setup a range of envelope numbers that is outside your normal range of envelopes. What we did at another location was to use the envelope range of 2000 to 2500 as the archives. This number is far enough out of range, that you can create reports, and contribution statements and exclude this batch of numbers.

When a member transferred out, or passed away and we still needed to maintain the contribution records, we reassigned the envelope number using the Reassign an Envelope Number function under the Contributions module.

What this does is transfer all the records to the new number, thus freeing the old number for reuse.

All you have to do then, is check the archives once a year to see if there is old data that can be deleted.

Hope this helps.