How do I Assign and Use Envelope Numbers?

You can assign envelope numbers using the People Screen. To do this select the name on the left side of the screen, and then type in the envelope number in the Env # field located on the right side of the screen. You can double-click on this field to see and print a master list of the names and envelope numbers that have been assigned.

These envelope numbers can then be used as a shortcut when entering contributions on the Contributions Screen. On this screen ChurchTrac allows you to type in the envelope number, or select it from the drop down menu, instead of the name in order to assign the contribution. All names do not have to have an envelope number assigned for this feature to work.

For easier accounting purposes, it is recommended that you assign only one envelope number per family and assign all contributions to just one member of the family (unless they request to keep their contributions separate.)

Note: You cannot merge envelope number records. However, if members with different envelope numbers get married, you can simply print their separate contribution reports and they can total both amounts (his and hers) for their Schedule A tax deductions. Then for future contributions, you can assign them a shared envelope number.

ChurchTrac also has an Envelope Summary Report, accessible under the Contribution Reports Screen, which shows the total amount given during the specified time period for each envelope number.

Reassigning Envelope Numbers

As members relocate and/or move their membership, ChurchTrac allows you to remove their envelope number (simply delete it from the People Screen) and reassign it to someone else. Since the contribution records are stored under the person's name and not their envelope number, there won’t be any conflicts with existing data or new data that is entered.