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Sustainer Pledges and Payments

This topic includes the following information:

Concepts
Creating a Sustainer Pledge and Payment Schedule
The Sustainer Payment Schedule Tool
Editing a Sustainer Payment Schedule
Deactivating (Canceling) a Sustainer Pledge
Reactivating a Sustainer Pledge
Processing Sustainer Pledges by using Paya Payment Solutions (SPS) Processing
Sustainer Payments Table Column Descriptions
Sustainer Payments Table Indices

Concepts

The Sustainer Payments table is a secondary table whose rows will be attached to a primary Gift Transaction row, which has a Transaction Type of Sustainer Pledge (sp).

Sustainer pledges are characterized as open-ended promises in which the donor commits to donating a specified amount on a defined schedule, for an indefinite time period, and therefore, for an unspecified total amount. Each Sustainer Payment row contains the information for a payment that is anticipated for a particular day and month each year. For example, if payments are expected every month, twelve Sustainer Payment rows will be created and linked to the original Sustainer Pledge transaction.

The Sustainer Payment rows may be used to produce reports showing the timing and amounts of expected donations. If your institution chooses to do so, they may also be used to create pledge reminders to be sent to the constituent.

Creating a Sustainer Pledge and Payment Schedule

When you enter a giving transaction with a Type of Sustainer Pledge (sp) and an amount of zero, the system will prompt for the creation of a schedule of the payments that the institution expects to receive as a result of this type of pledge. You may create one payment per month for any set of months, and may assign any amount for each of those payments (in accordance with the donor's wants). Those amounts can vary from payment to payment or be the same amount for each. For each scheduled payment, the system will generate a row in the Sustainer Payment table. Once these rows have been created, you may edit the dates, the amounts, or the billable status of individual rows that have already been created, or you may delete any of them. You may also create additional payment rows if the schedule calls for payments more frequently than once a month.

Access an Insert, Default form, or Fast Data Entry form for the creation of a Giving transaction row. Enter a transaction type of Sustainer Pledge, and enter an amount of 0. Enter all other data as appropriate for the transaction.
Click Insert. The Sustainer Payment Schedule tool will display.
Type in the payment amount in the Monthly Payment Amount box. For any month in which the expected payment amount will differ (the same amount is not expected every month), type the different amount in the box to the right of the name of the month.
If you do not want to generate pledge bills for the payments, then clear the Billable check box.
If the due day for each payment is a day other than the first of the month, type in the correct due day in the Monthly Bill Day field.
For any month in which no payment is expected, clear the check box to the left of the name of the month.
When all data has been entered, click Finish. The system will verify that any months that are activated also have an amount and return a prompt if you have overlooked that situation. If you click Cancel at any point, the system will create the Sustainer Pledge transaction, but without a schedule of payments.

Only one row per month can be created by using the Sustainer Payment Schedule tool. Each payment will be due on the same day, and each will have the same billing policy. But you can edit the schedule after it has been created to add additional payments within the same month, to vary the payment due days, and to change the billable policy on one or more of the scheduled payments.

The Sustainer Payment Schedule Tool

Use the Sustainer Payment Schedule tool to display and to edit scheduled payments. Access the tool by using the Payment Schedule button in the lower left of the display of the Sustainer Pledge. Each existing Sustainer Payment is shown in a single line list. Each line consists of three pieces of information, the Due Date, Amount Due, and Billable flag.

Due Date - The date on which the Payment is scheduled to be paid, and the time after which your site should expect to receive the scheduled amount. Note that since there is no scheduled end date for this type of payment, the dates include only a month and day. It is assumed that payments will be expected every year at that time.
Amount Due - The expected amount of the Payment.
Billable? - This flag indicates whether a pledge bill should or should not be generated for the Payment. If you cleared the Billable check box when you created the Sustainer Pledge and Payment schedule, then the Billable? flag is 'off' (the check box will not be selected, and no bill for the payment will be sent) for each payment.

The Sustainer Payment Schedule tool includes the following action buttons.

Delete - There is one Delete button for each scheduled payment. When clicked, the payment will be removed from the schedule. You will not be able to confirm your intention to delete a Payment before it is removed from the Payment schedule tool, but changes to the payment schedule itself (in the database) will not be permanent until you click Finish.
Add Payment - This button is used to add additional payments to the schedule.
Finish - This button is used when edits have been performed on the existing payment schedule and you are ready to accept all of those edits and commit the changes to the database.
Deactivate - This button will display only if the Sustainer Pledge is Active. It is used to cancel the original sustainer pledge transaction. More:
When Deactivate is clicked, the system will automatically change the status of all existing Sustainer Payments in this schedule to N, which in turn will change the Billing status of those payments to N. In addition, the giftstatus field of the sustainer pledge transaction is set to N.
Activate - It is used to re-activate a canceled Sustainer Pledge, and it will only if the Sustainer Pledge has been previously deactivated. More:
When Activate is clicked, then system will set the giftstatus field of the sustainer pledge transaction to <blank>, the status of all Sustainer Payments on the pledge is set to Y, and the Billable status for each of these payments is reset to Y.
Cancel - This button is used to close the Sustainer Payment Schedule tool without saving any edits that have been made since it was opened.
Sort - This button is used to sort the payments in Due Date order (from first Due, to last). It is especially useful as you add and remove payments from the Sustainer Payment Schedule tool.

Edit the Sustainer Payment Schedule

(Note that editing the Sustainer Payment schedule is not the same as posting a Sustainer Payment Transaction. Posting Pledge Sustainer Payments (creating a linked Transaction) is carried out via the Post Payment Icon (the check) on the display of the original Transaction. The Sustainer Payment schedule is edited via the calendar icon in the lower left corner of the display of the Transaction.)

Access the Giving Detail display for the constituent who owns the original Sustainer Pledge and then locate the specific Sustainer Pledge Transaction.
Click the Payment Schedule button (located directly under the common information for the sustainer pledge, and above the information for the first allocation).
You can use the Transactions menu if that is your preference. Point to the Edit button to the left of the Sustainer Pledge Transaction. Point to Transactions. Click Payment Schedule. The Sustainer Payment Schedule tool displays.
Edit each payment as you want.
1. Any Amount Due can be edited by typing a new or different amount.
2. Any Due Date can be adjusted by typing in the desired month and/or day.
3. The billing policy for the payment can be changed by toggling the Billable? check box.
Click Delete to remove a Payment from the schedule. You will not be able to confirm your intention to delete a Sustainer Pledge Payment before it is removed from the Sustainer Payment Schedule tool, but changes to the payment schedule itself (in the database) will not be permanent until you click Finish.
Additional Payments can be added to the schedule by clicking Add Payment. Complete the payment details (Due Date, Amount Due, Billable?) as needed. Notice that the labels for the payments that you have added to the schedule will be in bold to indicate that they are new.
Click Sort at any time to sort the payments in Due Date order (from first Due to last). This is especially useful as you add and remove payments from the Payment Schedule tool.
Once the payment schedule appears as you want, click Finish.
At any time, you can click Cancel to close the Payment Schedule tool without registering any changes.

Deactivate (Cancel) a Sustainer Pledge

Click the Payment Schedule button (located directly under the common information for the sustainer pledge, and above the information for the first allocation).

You can use the Transactions menu if that is your preference. Point to the Edit button to the left of the Sustainer Pledge Transaction. Point to Transactions. Click Payment Schedule. The Sustainer Payment Schedule tool displays.

Click Deactivate.

Reactivate a Sustainer Pledge

Click the Payment Schedule button (located directly under the common information for the sustainer pledge, and above the information for the first allocation).
You can use the Transactions menu if that is your preference. Point to the Edit button to the left of the Sustainer Pledge Transaction. Point to Transactions. Click Payment Schedule. The Sustainer Payment Schedule tool displays.
Click Activate.
Once a Sustainer Pledge is reactivated, all of the payments are become billable. If you do not want to issue billing statements for one or more of these payments, then you must re-display the Sustainer Payment Schedule tool, clear the Billable? check boxes, and then click Finish.

Process Sustainer Pledges by using Paya Payment Solutions (SPS) Processing

When running SPS Pledge Processing, all sustainer payments are selected for processing from January to the current month. Therefore, it is important that you specify a date range when processing sustainer pledge payments. The date range that you specify must limit the sustainer payments that are selected to be in the current month in which they are due. If you do not specify this date range, then the Pledge/Sustainer Payment Processing tool may create and process more payments than are due. Review the Paya Payment Solutions topic for more information.

Sustainer Payments Column Descriptions

Sustainer Payment schedule data is stored in the sustainerpayments data table. The following columns are included. The column labels and non-displaying designations that are listed here are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
suskey non-displaying	none	numeric/number 13,0	The primary key column for all rows in all tables. This column holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system column)
susid non-displaying	none	char 10	This column holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (system column)
susdoc non-displaying	none	char 1 ['N']	This column holds a Y/N flag to indicate the existence of a linked document for this row.(system column)
susdate no label	none	datetime/date [getdate()]	The date that this Sustainer Payments row was last updated. This column is automatically entered by the system. (system column)
susprocdte Payment Process Date	none	datetime/date	The date on which this Sustainer Payment is processed.
sususerid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator that last edited this Sustainer Payments row. It is automatically entered by the system. (system column)
sususergrp non-displaying	none	char 1 [' ']	This column holds the Group letter that was associated with the User ID of the operator who last edited this row. (system column)
susdueamt Amount Due	none	money/number (19,4)/(16,2) [0]	The original, scheduled amount of the Sustainer Payment, represented in this row. This amount remains constant unless the Sustainer Payment Schedule is edited.
susduemnth Due	none	char 2	The month in which this Sustainer Payment is due.
susdueday Due	none	char 2	This column contains the day within the month when this payment is due.
susactive Active	none	char 1 ['N'] {'N' or 'Y'}	This column contains a flag indicating whether this scheduled payment is active or inactive. If the sustainer pledge Gift transaction to which this row is linked is deactivated (using that button on the Sustainer Payment Schedule tool), the status of all linked Sustainer Payment rows is set to N. If the transaction row is re-activated, the linked Sustainer Payment rows will be set to Y.
susbilling Billable	none	char 1 ['N'] {'N' or 'Y'}	This column acts as a flag to easily identify those Sustainer Payments that should or should not be billed. When these rows are created, this flag is set to Y. You may edit this flag for any active row. If the sustainer pledge Gift transaction to which this row is linked is deactivated (using that button on the Sustainer Payment Schedule tool), and the status of all linked Sustainer Payment rows is set to N, the Billable flag will also be automatically set to N. If the transaction row is re-activated, the status of the linked Sustainer Payment rows will be set to Y, and the Billable flag will also be automatically set to Y. You may then edit the Billable flag for any of the Sustainer Payment rows individually.
suslinkfil non-displaying	none	char 2 ['05'] {'08' or '05'}	This column holds the file (table) number of the Gift table, indicating to which kind of row this Sustainer Payment row is attached. (system column)
suslinkkey non-displaying	none	numeric/number 13,0 0	This column holds a copy of the key column from the primary Gift row to which this Sustainer Payment row is attached. (system column)
sussource Source	Source	char 6 [' ']	The source for the information in this row. (system column)
suscrdate non-displaying	none	datetime/date [getdate()]	The date that the row was created. (system column)
susfnum non-displaying	none	char 2 ['71'] {'71'}	The file (table) number for the Sustainer Payments table. (system column)
suscomm no label	none	varchar/varchar2 4000	A free text Comment that may be entered and displayed with this row only.
susdate1	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate2	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susmny1	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny2	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susnum1	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum2	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susyesno	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suslook1	Sustainer Payments Lookup1	char 6	This custom column may be defined and used by your institution to track any lookup table driven information associated with this data row.
suslook2	Sustainer Payments Lookup2	char 6	This custom column may be defined and used by your institution to track any lookup table driven information associated with this data row.
suslook3	Sustainer Payments Lookup3	char 6	This custom column may be defined and used by your institution to track any lookup table driven information associated with this data row.
sustext	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.
susjrnlfl non-displaying	none	char 1 ['N'] {'Y' or 'N'}	This system-generated column is a flag indicating whether the transaction to which this data row is linked has ('Y') or has not ('N') been journaled. (system column)
susjrnldt non-displaying	none	datetime/date	This system-generated column is used to hold the date on which the transaction to which this data row is linked was journaled (if ever). (system column)
susdate3	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate4	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate5	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate6	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate7	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate8	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdate9	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdte10	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdte11	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susdte12	none	datetime/date	This custom column may be defined and used by your institution to track any date information associated with this data row.
susmny3	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny4	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny5	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny6	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny7	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny8	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny9	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny10	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny11	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susmny12	none	money/number (19,4)/(16,2)	This custom column may be defined and used by your institution to track any monetary information associated with this data row.
susnum3	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum4	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum5	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum6	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum7	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum8	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum9	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum10	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum11	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
susnum12	none	numeric/number 10, 0	This custom column may be defined and used by your institution to track any numeric information associated with this data row.
suschk1	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk2	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk3	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk4	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk5	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk6	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk7	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk8	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk9	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
suschk10	none	char 1 ['N'] {'N' or 'Y'}	This custom column may be defined and used by your institution to flag this data row for any purpose.
sustxt1	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.
sustxt2	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.
sustxt3	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.
sustxt4	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.
sustxt5	none	varchar/varchar2 255	This custom column may be defined and used by your institution to track any free text information you want to associate with this data row.

Indices - Sustainer Payments

Index	Primary	Foreign	Unique	Fields	Sort
pk_sustainerpayments	Y		Y	suskey	ASC
sustainerpayments01		Y		susid	ASC
sustainerpayments02		Y		suslinkkey suslinkfil	ASC

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