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Selecting Multiple Contacts

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Dina London
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Selecting multiple contacts is done through various search options as explained in the following pages. Depending on the search criteria, you may find one or more of the following suggested methods suit your organization’s requirements more than others.

Prepare Statements

Based on Financial Aging, this search reflects what is expected in accounts receivables as determined by the "Due By" date by Contact, Group, Membership Type, Due Date, Days Overdue, Financial Type, and/or Communication Preference.

  1. Access the Back Office.
  2. Click to expand the Finances menu.
  3. Click to select Prepare Statements.
  4. In the Prepare Statements search criteria form, you can leave the majority of the filters blank to pull up all receivables recorded in the system, but you may want to limit by communciation preference, and you will definitely want to limit by layout choice - either Summarized by Contact (best for email), or by Household (best for postal mail). Should you wish to limit your search results further, you can do so by entering any of the following criteria:

    1. Group
    2. Membership Type
    3. Due By [Date] - enter the day after the expected installment - e.g. for obligations due as of 7/1/2015, enter the date 7/2/2015
    4. Days Overdue
    5. Financial Type
  5. Click Search.
  6. Continue to Multiple Contact Search HERE for further instruction.

Contact Financial Summary

This report allows you to find Charged, Received, Adjusted and Balance information for Pledges and Contributions by Date, Contact, Contribution Type, Accounting Code, and/or Balance.

  1. Access the Back Office.
  2. Click to expand the Finances menu.
  3. Click to select Contact Financial Summary.
  4. In the Contact Financial Summary search criteria form, you can leave the filters blank and click Search to pull up all Pledges and Contributions recorded in the system, or enter any of the following criteria (for more detail on Contact Financial Summary search criteria, click HERE):
    1. From/Through [Date]   
    2. Contribution Type          
    3. Accounting Code             
    4. Balance Choice 
    5. Layout Choice
  5. Continue to Multiple Contact Search HERE for further instruction.

Financial Aging

This search reflects what is expected in accounts receivables as determined by the "Due By" date by Contact, Group, Membership Type, Due Date, Days Overdue, Contribution Type, and/or Accounting Code.

  1. Access the Back Office.
  2. Click to expand the Finances menu.
  3. Click to select Financial Aging.
  4. In the Financial Aging search criteria form, you can leave the filters blank and click Search to pull up all receivables recorded in the system, or enter any of the following criteria (for more detail on Financial Aging search criteria, click HERE):
    1. Group
    2. Membership Type
    3. Due By [Date]
    4. Days Overdue
    5. Contribution Type
    6. Accounting Code
  5. Continue to Multiple Contact Search HERE for further instruction.

Advanced Search

  1.  Access the Back Office.
  2. Click to expand the Search menu.
  3. Click to select Advanced Search.
  4. In the Advanced search Selection form, enter any of the following search criteria:
    1. In the Basic Criteria section of the advanced search selection form, select Contact Type(s): Individuals
    2. Click to expand the Pledge section of the advanced search selection form to enter any of the following criteria:
      1. (Optional) Date range of scheduled payments. Leaving the date range blank will pull up all scheduled payments for pledges in the system.
      2. (Suggested) Select the desired status of pledges (e.g. pending, in progress and overdue if you only want to send statements to those contacts that have open balances).
  5. Continue to Multiple Contact Search HERE for further instruction.

Search

  1. After entering search criteria in any search screen, click Search. 
  2. The search results screen will appear showing all of the contacts that meet the selected criteria.

    IMPORTANT: If you are sending email statements, please complete the following steps:

    1. If there are fewer than 50 contacts, click HERE to continue to the email statements process.
    2. If there are more than 50 contacts, the system will require that you use the Mass Mail function which will require you to create a group for the contact records just found:

      1. Toggle "all records"
      2. Select "Add Contacts to Group" from the action drop down menu and click Go
      3. Create a new group and give it an easily identifiable name (e.g. Q4 2013 Statements)
      4. From the back office, click the Mailings top menu, then click to select New Mailing
      5. Select the group created to receive statements, then follow the mailing wizard to complete the mailing (more detailed information regarding mass mailings can be found at this link: http://pogstone.com/online-training/back-office/communications/common-tasks/mass-mailing).

Statements can either be printed and/or emailed by using virtually the same method from any search results screen. Printing and/or emailing statements directly from the contact record follows a slightly different method as detailed HERE.

 

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