Under the parishioner details section there are certain tasks that you can perform to maintain the list of parishioners within your parish or Diocese (certain functions require admin access however).  These functions help to keep your "master list" of parishioners correct and up to date and provides a reference to the status of parishioners.

Terminate

 If a parishioner is no longer present at the parish, stops donating, moved away etc but they have donated in the past, then you can show that parishioner as "terminated" in the records. 

Terminating a parishioner simply means that their record will be removed from the current master listing, letters will not be automatically sent to them and donations cannot be allocated to them.

Click on the Terminate button Using the drop down menu, select a reason for terminating Enter the "termination" date Click on "Go"

Please note:  Any outstanding donations before the date that the parishioner is terminated will still be eligible for claim.

Deleting

Deleting never used GAD's or parishioners records will help keep the parishioner master listing up to date and accurate.

There are two ways you can delete a record, however, you may only use this function if there are no donations allocated to them, either past or present.  Thus deleting is primarily best used for GADs/Parishioners that have been set up but never donated.

Mark as Delete:  If you are unsure whether this parishioner will ever donate you can mark the parishioner as deleted.  This will not delete the record from the system but will make it in-active and thus would not show up on any master listings etc.

Click on the Delete button Select a reason for deleting from the drop down menu Enter the "deletion" date Click on "Go"

Physically Delete GAD and/or Parishioner

If you just wish to remove the record completely from the system then you can either opt to remove the GAD and leave the parishioner intact or remove the GAD and parishioner record together.  However, if the parishioner record is linked with other GAD's (e.g. a one-off) then you will be un-enable to delete the parishioner record.

1. Follow the steps 1-3 above
2. If you wish to completely remove the GAD, click on Physically Delete (cannot undo).
3. If you wish to remove the parishioner as well, click on Remove Parishioner as well
4. Click on "Go" button to proceed

Supersede (admin only)

The supersede function simply replaces an old GAD on the system with a newly entered GAD. 

An example would be to replace an old covenant parishioner record where there may be a maximum amount of donation that can be claimed per annum with a new GAD that has no such restriction.  The supersede button also functions to automatically release any donation in the past 6 years that has not been claimed due to the restrictions imposed by the covenant scheme.  The following process would probably occur when superseding an old record:

Once the new GAD has been entered onto the system (in replace of the old covenant), click on Supersede Enter the number of the old covenant record Enter the "supersede" date Click on "Go"

Note:  Once the covenant has been superseded the record is made "in-active" and any amounts within the last 6 years that have exceeded the restricted covenant amount will automatically be released for claim in the next claim.

Migrate (admin only)

Use this function if you have a parishioner with multiple GAD's and you wish to amalgamate them together and assign them one global PIN number.  You will need to load up the record that needs to be migrated.

1. Click on Migrate PIN of the parishioner you wish to migrate
2. Enter the PIN number you wish to migrate the record to
3. Check to ensure the correct record is displayed, enter a date and click on Go to complete the process.

Reinstating a Parishioner

As we all make mistakes, you are able to re-instate any record that has been either terminated or deleted on the system.

Therefore, you can use this either to correct a mistake or simply re-instate a parishioner whom has started donating to the parish / diocese again.  This is helpful as you do not need to add their details in again - which prevents duplication.