Envelope Numbers

[skyking1992]

Hi all,

New member here and first post. I am treasurer/bookkeeper at my church (and strictly an amatuer). The church re-numbers all envelopes at the end of each year. I know how to assign a new number, but what happens to previous data? I need to assign new numbers to enter Sundays (1/3/10) contributions, but I also need to print out giving statements for 2009. Even after I print the 2009 giving statements, I may need access to that (2009) data in case of any questions, changes etc.

This may very well have allready been answered on this forum. I will spend some time reading here over the next few days.

Thanks,
Skyking1992

[NeilZ]

Hi all,

New member here and first post. I am treasurer/bookkeeper at my church (and strictly an amatuer). The church re-numbers all envelopes at the end of each year. I know how to assign a new number, but what happens to previous data? I need to assign new numbers to enter Sundays (1/3/10) contributions, but I also need to print out giving statements for 2009. Even after I print the 2009 giving statements, I may need access to that (2009) data in case of any questions, changes etc.

This may very well have allready been answered on this forum. I will spend some time reading here over the next few days.

Thanks,
Skyking1992

FWIW ... I do not hold with renumbering envelopes every year, it causes more problems like the one you're describing. I would seriously start thinking if its really necessary or not.

That said:

You need to be very careful when renumbering. You have to maintain at least three years of contributions data, and if you're not careful, you could lose all the history you may need to maintain. The process I suggest may take some time (depending on the size of your membership) but it will maintain the history data as it will move with the number assigned.

First off, before you do anything, make a backup of the database. Then follow the following directions:

1. Change all the current envelopes to a number range outside of the current envelope number. Unfortunately this may take some time as you have to change each one manually. What I usually do is change the number to something in the 9000 range which is not normally used. Thus if the standard number is 100, I change it to 9100.

This will move the envelopes so that you won't overwrite envelope 100's data, with envelope 200's as you renumber.

2. Now assign the new numbers starting with the first number in the series you're using.

After this you can run your 2009 statements without a problem. The new envelope number will appear, but the history will be conserved.

Again, unless you have a major turnover in members, I would reconsider renumbering every year. At the church where we originally started using Powerchurch in 1999, we renumbered at the beginning of the year when we first issued envelopes. I don't believe they have renumbered again since that time. It was not considered necessary to maintain an ascending numerical order just to match the ascending alphabetical order of the last names.

The program has the capability to track unused numbers, and this allows you to reassign numbers when members leave.

The process we used to do was this:

We assigned members envelope numbers in the range between 100 and 1000. This gave us plenty of room for growth. Envelope 99 was used for Loose Cash Offerings dropped in the plate without a pew envelope and a name.

Envelope number range 1001 thru 2000 is used for visitors. These are visitors who give in check form, or fill out a pew envelope with their name and address. Range 4001 thru 5000 is used for our archives. This is where we move history data for members who have left for whatever reason, yet we have to maintain the history data for 3 years. We'll also move visitor data here if the visitor has not attended or given in over a year.

[skyking1992]

Thanks for the reply. I will use your method. The only other thing I could think of was to make a back up file on a CD after 12/31 and keep it in our permanent records. I will advise our finance committee not to issue new envelope numbers next year - too late for this year.

Thanks again,
Skyking1992

[wms7328]

I would go a step further and not buy envelopes with numbers preprinted on them. We used to do that and since we didn't renumber and you had to order a sequential set of numbers, we always had envelopes left over since some people moved, etc. We obviously maintain an envelope number in PC but the indivdual contributors really don't need to know that number exists. If you are not careful, when changing a lot of envelope numbers, you can get contribution data assigned to wrong person. Make a lot data backups along the way, it only takes a few seconds and it might save you a lot of headaches.

The only thing you have to do is to get the contributors to put their name on the envelope if they use cash. If you make it clear they won't get credit if they don't identify the cash, then it didn't take long to educate folks. Otherwise the check will identify the contributor. If you use the check scanning system, it makes data entry even faster since it finds the person for you after the first scan.

Also we starting using electronic funds transfer through VANCO last year and that works great. Folks can go to our website and contribute either with direct transfer from checking or savings account or with credit cards. They can also set up periodic montly payments that really helps with cash flow. The VANCO charges are very reasonable and we find that it encourages more regular giving.