Family / Contributor Data Entry

[Greghc48]

Background -

Our church started using the Membership module several years ago. With that approach, the church secretary entered names via the integrated family screens.

We recently started using Powerchurch for contributions and accounting purposes. When we did that, we used a combination of the existing family data in powerchurch by assigning envelope numbers, followed by additional entries for donors that were not attendees - using the contribution module. When we've entered from the contribution module - we've just combined married names into one line - such as "Sam & Linda Smith", rather than segmenting each name with their own envelope.

So.... we have a hybrid approach for family records within Powerchurch.

We had some deaths in the church - and I'm working to update names where needed --- to ensure correct names are posted in future donor reports. For the family entries that used the membership module - I've noticed that when you change a personal profile for a deceased person (drop down box for status - "deceased") - that does not remove their name from contribution donor reports. I've had to delete their individual personal profile - which also removes their info for baptism, birth dates, etc.

I know this is confusing --- but just wanted to get feedback from others on how you do new family entries (for new donors) when needed. Do you enter using the membership module, or via contributions module?

Thanks in advance -- hope you can follow this line......

Greg

[NeilZ]

Background -

Our church started using the Membership module several years ago. With that approach, the church secretary entered names via the integrated family screens.

We recently started using Powerchurch for contributions and accounting purposes. When we did that, we used a combination of the existing family data in powerchurch by assigning envelope numbers, followed by additional entries for donors that were not attendees - using the contribution module. When we've entered from the contribution module - we've just combined married names into one line - such as "Sam & Linda Smith", rather than segmenting each name with their own envelope.

So.... we have a hybrid approach for family records within Powerchurch.

This is actually normal. Although I would definitely have created two separate personal profiles for each person, both with the same envelope. The Add Family Assistant does allow for that.

We had some deaths in the church - and I'm working to update names where needed --- to ensure correct names are posted in future donor reports. For the family entries that used the membership module - I've noticed that when you change a personal profile for a deceased person (drop down box for status - "deceased") - that does not remove their name from contribution donor reports. I've had to delete their individual personal profile - which also removes their info for baptism, birth dates, etc.

You do not need to 'delete' them. The reason they are still showing up is that they still have an ENVELOPE number assigned. Remove the number in the personal profile, and they will no longer show up. That said, according to the IRS if they died during the previous year, they really need to show up on the end of year contribution report to be able to take any deductions. If they have a surviving spouse, they should still appear on the statement, you just remove the envelope number after end-of-year statements. If they have no spouse (Single,or widow/widower), I change the Mailing Profile and Personal Profiles to read ' The estate of ... ' as the estate will need to file income tax for that year.

I know this is confusing --- but just wanted to get feedback from others on how you do new family entries (for new donors) when needed. Do you enter using the membership module, or via contributions module?

Thanks in advance -- hope you can follow this line......

Greg

FWIW ... either way you enter membership information, you're using the same module, the ADD FAMILY ASSISTANT. It really doesn't matter, as all the data winds up in the Membership database. So you're good either way.

[Greghc48]

Thanks again, Neil. Very helpful --- will try to clean this up as we continue adding new entries......

We do a records review early each year (right now) to clean up records for deaths in prior years. Will copy your post into my "Powerchurch Maintenance Manual" book for future reference.

Greg