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Parishioners with Multiple envelopes - totals allocation of Gift Aid between envelopes
Peter.Trigg
asked this on January 04, 2011 19:42
I have quite a number of Parishioners with 2 or more envelopes. This arose because we fund raise to support Dioceses in South Asia. Under Carn I had a separate record for each Parishioner using the same GAD no. It was easy to total the Gift Aid received for each category. I can't seem to create a second record in OPAS without allocating a new GAD no. - which I don't want to do. I know we created the facility to have multiple envelopes for my Parish but without printing the Parioshioner's donations and allocating them manually I can't see how to split them.
Hope this isn't confusing
Peter Trigg
St Dunstans, Birmingham
Comments
I am not sure whether you have answered your won query. The system will not allow more than one parishioner record with the same GAD number (mainly because this is not good data management with duplicate records floating around...it's not good practice)
However, you are indeed able to add multiple envelope numbers to a parishioner. These additional envelopes become available when allocating envelopes to the weekly collections as you normally do it.
If you need to go back and change previous weeks for parishioners then you will need to set up the envelopes first then go back into each weekly collection and alter the envelope number and/or the amount.
Let me know if this is what you want to do and if you get stuck we can upload a video to demonstrate how to do it.
Regards
Chris
Good Morning Chris
I don't think I'm explaining the problem correctly. At the year end with a Parishioner with 3 envelopes (1 or 2 of which may be virtual envelopes as Standing Orders) I have to allocate the Gift Aid received on behalf of that Parishioner to 3 different funds being the Parish and the South Asian Dioceses (if you look in our Accounts you will see references to Multan and Asha Deep). At the moment for recent donors I have to print off their donor record and manually calculate the split between each fund. This enables me to tell the Parish Treasurer how to split the Gift Aid Money to allocate it to the Parish or the Dioceses we raise money for. I can't do this by adding 25% to the figure for each fund in OPAS (I have read only access) as a. the diocese takes a percentage for the admin charge although this is not insurmountable and b. we have a number of non giftaid donors to these funds and this is.
For the donors who were in existence when we transferred to OPAS the system retained duplicate records for those Parishioners on Carn so it is easy.
This is probably as clear as mud but - hope it helps
Regards
Peter
Hi Peter,
I think I understand what you are meaning. Basically, in CARN to separate the funds you used duplicated parishioner records to easily identify how much was given to each "fund"....
Although you could do it this way in OPAS you are right in saying a new GAD number would have to be generated each time. However, I would be reluctant to replicate the facility on OPAS on how you used to do it on CARN.
One way would be (i hope) is that when adding in an envelope (or SO/One off for that matter) you could set up and allocate a "fund" to that envelope number (similar to how funds are allocated within OPAS). You would then need to generate a report based upon each donation/gift of each fund to get the figures?
Let me know if that sounds reasonable?
Regards
Chris
Hi Chris,
Thanks - this sounds good. What I have to do at year end is to split the Gift Aid received between the three main funds. Your third paragraph suggests that this can be done Does it mean that you will have to alter the program or is it just something that I haven't spotted?
This is my current list of envelopes by fund
Envelope Nos
1 - 175 Planned Giving Not Gift Aided
201 - 220 Multan Education Programme
225 - 230 Asha Deep Project
251 - 299 Asha Deep "Virtual Envelopes"
301 - 625 Planned Giving Gift Aided
701 - 800 Planned Giving Standing Orders
801 - 900 Gift Aided Standing Orders
1001 - 1100 Multan Standing Orders
1201 - 1300 Asha Deep Standing Orders
2001 and Above Multan Special Appeal Virtual Envelopes
Envelopes 1 to 175 are not posted to Gift Aid, they are subsumed within the Plate Collection in OPAS. Envelopes 2001 and above will finish at the end of this tax year, they are one off donations in response to the Pakistan Floods. Everything else is posted through the Gift Aid Module even if its not Gift Aided. Hope this helps.
Thanks for your help
Regards
Peter
Hi Peter,
Yes we will have to update the system for this but we will try to do this before the end of the tax year as it's quite a sizeable update to the Gift Aid system
Regards
Chris
Hi Chris
Many Thanks
Regards
Peter
Hi Chris,
I'mhoping to do my year end soon, has there been any progress on this please.
Regards
Peter
Hi Chris
I've just got my year end ffrom the Diocese and now need to do the split as I explained above. Any progress with allowing me to list donations by envelope no as agreed above?
Regards
Peter