deleting profile with posted contributions

[TimD]

I am trying to delete profile information but when trying to do this on a deceased member it pops up with "posted contributions exist for this member. Are you sure you want to delete this profile." I answer "yes" then comes back with "are you sure? Posted contributions for this person will be moved to a shared envelope number and you will not be able to list their contributions separately."
Can I keep from losing their contribution information when deleting their profile? I would like to use their envelope number for a new member.
What is the shared envelope number that the contribution will go too? How can I get that information?
Inactive members who are gone from the congregation for a few years I would also like to delete their profiles but I don't necessarily want to loss the contribution information. Any ideas of what to do?

[NeilZ]

Can I keep from losing their contribution information when deleting their profile? I would like to use their envelope number for a new member. .... Iactive members who are gone from the congregation for a few years I would also like to delete their profiles but I don't necessarily want to loss the contribution information. Any ideas of what to do?

FWIW ... you must maintain Contribution data for anyone for at least 3 years. So if this person died last you, you must still maintain that data.

That said, you can move these envelopes to another envelope range. This thread will give you some ideas on what to do:

viewtopic.php?f=4&t=5446

My last post in that thread will give you some ideas on how to renumber, take a good look at the ranges I mention for Active, Visitor and Archive envelope numbers.

What is the shared envelope number that the contribution will go too? How can I get that information?

The shared number is a number that cannot be accessed for an individual report, but maintains the contribution data as far as amounts given and to which funds so that your contribution totals won't change. However, you cannot access it to pull data on Tom Jones, or Phil Smith.

[TimD]

So, I guess my next question would be, if I move the envelope number to another envelope range, such as 5000, as you suggested, does the profile information go along with the contribution data. Can I still delete the profile information after changing the number? My guess is, no, because the envelope number is kept under the profile. So, how can I make the profile status count match for the end of the year report? It counts all the deceased names in the system and not just the ones that have died in the past year.

[NeilZ]

So, I guess my next question would be, if I move the envelope number to another envelope range, such as 5000, as you suggested, does the profile information go along with the contribution data. Can I still delete the profile information after changing the number? My guess is, no, because the envelope number is kept under the profile. So, how can I make the profile status count match for the end of the year report? It counts all the deceased names in the system and not just the ones that have died in the past year.

You should not delete the profile. I'm assuming that only one person of a married couple is deceased here. In this case, just mark the spouse with a Personal Profile status of Member-Deceased. The envelope number will still be used by the spouse.

If both members are deceased, or there was only one member in the household and they passed away. Then mark their personal status as deceased, and change the mailing list profile status to Member-Deceased. You can't remove them from mailings or membership reports as you need to send out a Contribution Statement to the estate, as well as include them in any end-of-year reports.

After the Contributions and end-of-year reports have been run for the year the member died have been created. You can then move them to a Mailing List and Personal Profile Status of Archived, and uncheck the three check boxes on the Mailing List profile screen for the family group. They will still show up in the profile status count, but they would show as archived.

After 3 years or longer passes, you can then delete the entire set of records. If you don't have a date setup on the Personal Profile for 'Loss' or 'Deceased', I would definitely add one so you can track this data.

You can also do this for transferred or removed Members, and so on, but instead of marking them Deceased, you would mark them as Transferred/Removed, and use the 'Loss' date as the date of tranfer or removal from rolls.

This may sound like a lot to do, but it will keep the records you need to maintain, and make it easy to clear out the archive after the 3 year point.