Revised 08/24/2026

• Locate the Pledge Gift Payment
• Apply Pledge Payment
• Handling Payment Amount Differences and Recalculation
• Processing Overpayments on Pledge Installments

Locate the Pledge Gift Payment

To process an incoming pledge payment:

1. Search for and open the pledge Gift Payment record associated with the donor. The Gift Payment system view “Pledges with Outstanding Balance” is a good starting point.
   
   
2. Find the existing pledge Gift Payment that represents the total commitment.
3. Confirm that this payment is of type ‘Pledge’, the Payment Status is “Posted” and that it has an outstanding balance according to the “Pledge Accrual Balance” field.
   
   

Apply Pledge Payment

Once you locate the pledge Gift Payment, use the Apply Pledge Payment action to record the actual payment:

1. Select the 'Apply Pledge Payment' option on the pledge Gift Payment.
2. If a payment schedule already exists, the system will open the next scheduled payment record. Review/modify the payment details, including:

• Payment Type – Update this to something other than “Scheduled Pledge Payment.”
• Posting Date – Update to the actual date received
• Amount – The payment amount is different from what was expected. Update it here
• Any other relevant information, such as gift fees, etc.
  

If no payment schedule exists, the system will prompt you to create a new payment record.

Enter the payment details, including:

• Payment Type
• Posting Date
• Amount – This will default to the full balance of the pledge accrual. Update it to reflect the actual amount received.
• Any other relevant information, such as gift fees, etc.

Send the applied payment to accounting using your typical Send to Accounting process

Internally, this action records the Pledge Receipt stage for the amount being applied:

• Credit customer.
• Debit account 1999 (or equivalent temporary account configured for pledge receipts).

Handling Payment Amount Differences and Recalculation

If the terms of the pledge change, or if the actual payment amount differs from the anticipated scheduled amount, recalculate the pledge payment schedule from the pledge Gift record.

1. Navigate to the pledge Gift record
2. Select the Pledge tab of the form
3. Confirm the Pledge Details information
4. Select “Calculate Pledge Payment Schedule”
   

• The recalculation will:
  
  • Remove unpaid scheduled payments
  • Schedule new payments based on the pledge payment frequency, schedule type, and remaining accrual balance
    

Review the revised payment schedule. If desired, scheduled pledge payments can be manually adjusted (Est. Pledge Pay Date, Amount).

Processing Overpayments on Pledge Installments

If a donor submits a payment that exceeds the remaining pledge balance, the overpayment cannot be applied directly to the final pledge installment. Applying a payment that exceeds the remaining pledge balance will result in an error because the pledge receivable cannot be overdrawn.

If overpayment occurs:

1. Process the scheduled pledge payment for the remaining pledge balance.
2. Create a Gift Payment under the same Gift record for the amount that exceeds the pledge balance.
3. Update the Gift amount using the Gift Adjustment field to reflect the donor's total contribution, including the overpayment.

For example, below is a Pledge of $1,000 with a Remaining Balance of $500:

Instead of sending the expected remaining $500, the donor has sent $750.

In this scenario:

• Apply $500 to satisfy the remaining pledge balance.
  

• Create a new gift payment under the same Gift record for the additional $250.
  

• Increase the Gift Adjustment to reflect the donor's additional contribution. This will update the Total Gift Amount.
  

Note: This process is specifically for situations where the gift payment exceeds the total remaining pledge balance. If the actual gift payment amount differs from a scheduled installment amount but does not exceed the remaining pledge balance, follow the standard pledge payment adjustment process.