TRACKING IN PDS

If you choose to do this, you will be able to reconcile electronically with the Diocese.  Please follow the directions below to set up the fund (unless you already have one).  If you already have one from last year, please be sure to set up a new FUND PERIOD.

TO SETUP A NEW FUND

1. Within PDS Church Office Management go into Fund Setup.
2. Click Add Fund
3. Here’s a sample for the setup. 

1. You can set up a different fund period each year.  Also, you will notice a GOAL field.  If you enter your goal for this appeal you can then run a report to determine where you are compared to your goal.
2. Notice the Activity Names
   1. Pledge and Payment – use to record those who send a check with the pledge card.
   2. Pledge Only – use for those who only make a pledge and plan to pay later.
   3. Function of Activity – needs to be set to a payment – non-deductible.  You DO NOT want to include these pledge/payments on your year-end tax letters.  The Diocese sends out the tax letters since we deposit the checks.
3. Make sure you SAVE your setup work.

TO RECORD PLEDGE CARDS/PAYMENTS

1. Go into Quick Postings & EFT Processes
2. Choose Payment/Donation Entry
3. The following box appears if no other batches are waiting to be posted.
   1. Choose what you want to enter in to pull up the family record.  The ID’s on the pledge cards will be the new Diocese ID number that was assigned once we converted over to our new system.
   2. There is no need to record the check number, comments, or receipts.  But this is up to you also.
   3. I would have it repeat everything from the previous entry except the amount.
   4. Do not print receipts for every entry.  The Diocese sends out thank you letters on the parish’s behalf.
   5. Do NOT transfer to the PDS Ledger – This information you are recording is for reconciliation purposes only between the parish and the Diocese.  You will also be able to run reports on your status of meeting the goal.

4. Hit Save/Ok.
5. On the Quick Posting entry screen remove the check in the Display Message when Family Does Not have the Fund Setup.  (This will save on entry time)
   1. Pledge Only with/without ACH – enter as PLEDGE ONLY
   2. Pledge and FULL PAYMENT – enter as PLEDGE AND PAYMENT
   3. Pledge and Partial Payment –

                                                               i.      enter total of payment as PLEDGE AND PAYMENT

                                                              ii.      enter remaining pledge balance as PLEDGE ONLY

(ex.  Pledge card says $120.00 and a check is attached for $10.00 – You will enter $10.00 as PLEDGE AND PAYMENT and $110.00 as PLEDGE ONLY)

6. When done, click on Post to Families & Members.
7. Warning box – Are you ready to post these payments?  Hit YES.
8. Confirm box – Do you want to print the information?  Hit YES
   1. Choose Print Detailed List in Order as Entered and the Summary
   2. Hit Print then print again.
9. Make a copy of the reports for your records and send the reports to the Diocese wrapped around the pledge cards. 

If you record your information into the PDS system you DO NOT need to run a tape for the Diocese.  The total of the reports shows the Finance Office the total of pledge only cards and the pledge and payments cards.  This will be a double check for them.  They will verify that their batch total tie to your report totals.    If they are different you will be notified of any changes that the Finance Office makes if it is an error on your report.

If you have any questions on the setup of this new fund please contact Karin Starnes at 901-373-1271.