Near the end of the year, users may want to review their list of givers and their envelope numbers to consolidate, update, and better organize numbers for easier data entry and envelope ordering.
Envelope numbers can be added and edited manually as detailed in this article or the renumbering utility can be used to renumber envelopes for selected givers alphabetically.
It's important to note that Church360° does not require givers to have an envelope number in order to attach offerings and print contribution statements nor does it require users to renumber each year. This process can be done at any time during the year as the church needs.
To add a new envelope number to a giver,
1. Click on the gear icon to open your Settings view.
2. On the navigation menu on the left, select “Envelopes” under the Offerings section.
3. To make sure only relevant individuals are selected for renumbering, use the drop-down menu to the right to select a Smart Group or use the Smart Group traits to filter those you want to renumber.
4. For those you do not want to renumber for the coming year, clear out the field under "Next Envelope" and check the box to mark them as "Don't Renumber".
5. Use the bottom black bar to select the beginning number for your envelopes and click "Renumber". Only records that are visible will be renumbered alphabetically. Pending changes will be denoted by a black dot to the right of the "Next Envelope" column.
6. Check to see if numbers are accurate and correct.
- If there is a message stating a number is already in use, there is a good chance the number is being filtered out. Change your filters to include everyone and remove numbers from any givers that don't need them.
- If you want to remove all numbers from the "Next Envelope" field for all visible records, click "Clear All".
- To remove all pending changes and go back to the last saved status, click "Discard Changes".
7. If the "Next Envelope" numbers are correct, click to either "Apply Changes" immediately or "Schedule Renumbering" to apply the changes at a later date.
- If the "Apply Changes" and "Schedule Renumbering" buttons are greyed out, there is a good chance there is a conflict. Change your filters to include everyone and remove numbers from any givers that don't need them.
- It is recommended to allow for some buffer time between applying a large renumbering and the end of the year by scheduling renumberings an extra week or two from when your envelopes actually change over. (For example, if your new envelopes go into effect on January 1st, it may be a good idea to set your new envelopes to take effect on January 8th so you have a week to finish entering all the previous year's offerings under the old numbers).
- Church360° does not keep previous envelope numbers after changes have been applied. So it's recommended to export an envelope list before applying a large amount of changes.
If you schedule a renumbering, you can reopen the renumbering by going back to the Envelopes view and clicking "Edit Scheduled Renumbering" at the top of the view (visible only when a renumbering has been scheduled and not applied).
From the edit view, you can make additional changes, discard changes, delete the scheduled renumbering entirely, and (re)save the scheduled changes on a date of your choosing.
For a video demonstration of renumbering envelope numbers, please visit this article.