Edit Names

This screen is where you manage your church's list of Donors (people / families / groups who donate to the church) and Vendors (people / businesses / organizations who you make payments to). Over time, this list can become bloated, so use the strategies listed here to help keep the list under control.

Note that you can sort the name list on the left by either ID# or Name (alphabetical order).

Add New Name

Before adding a new name, always check the list on the left to be sure that the name isn't already there under a similar spelling, that it isn't there but deactivated, and that you don't just need to check Donor or Vendor for that name. Entering duplicate names will bloat your list quickly, and cause complications with year-end donor receipts.

Jewel will automatically assign an ID to each new name, but you can edit them if you like. If you are adding a person's name, type in the First Name and Last Name (ignore the Name: L,F box). If you are adding a company, use the Last Name box. If you need more space, you can split the company name between both boxes. Fill in the address if you have it (this will be useful for mailing checks or year-end receipts), and any other information you have, as needed.

The "Get Receipt" box indicates whether a Donor should receive a year-end receipt. You will want to leave this unchecked for Anonymous donors.

You may check Donor or Vendor or both for each name. Check only the option(s) you need, so that you have fewer names to sort through when writing checks or entering envelopes.

Delete Name

Jewel only allows this option for names that have never been used. If you have entered a second version of an existing name, and have already used it, you can combine the incorrect name with the correct one, which also results in deleting the incorrect name.

Edit "Active" Status

The quickest and easiest way to control the name list is to "deactivate" the names that are no longer being used. If someone is deceased or has moved away, if the business name has changed or you've transferred your business elsewhere, or for any other reason the name is no longer needed, then it can be deactivated.

Go to Maintenance -> Edit Names. Click the Edit "Active" Status button on the right. This makes a check box appear in front of each name on the list. Simply remove the check mark from in front of the names you no longer wish to appear when you are entering offerings or writing checks. Click OK to finish.

If you later decide that you wish to use a name again, just go put the check mark back. Caution: If you try to use a deactivated name, Jewel will tell you that it is a new name and must be added. So before adding a name, check to be sure it isn't just deactivated.

Combine Names

When you have entered two different versions or spellings of the same donor/vendor, you can merge the two. First, verify that the two names are the exact same person. For example, you cannot merge "Joe and Donna Smith" with "Joe Smith", because you don't know Joe and Donna's tax situation. They may need separate receipts.

Once you know which two names you are combining:

1. Go to Maintenance -> Edit Names.
2. Select the name you want to merge with another one. This first one you select will be deleted and all its activity will be moved to the second donor.
3. Click on Combine Names.
4. Select the second name, which will be the one to be kept.

All activity (contributions from Donors, checks written to Vendors, etc.) under the first name will be moved to the second name, then the first name will be deleted. Reports and year-end receipts will no longer list the deleted name. Caution: This change is permanent, cannot be undone, and affects all time periods, including previous years!

Edit a Name

If a donor or vendor's name or other particulars need to be changed, go to Maintenance -> Edit Names. Select the name in the left-hand column, then check the Edit box in the center column. Make your changes, then click OK to save.

Exercise caution in editing names. Remember that these changes affect all time periods, so you are, in a sense, rewriting history. If a person changes their name (via divorce, marriage, etc), it's best to simply add a new name and deactivate the old one.

For more detailed information on when to edit and when not to, click here.

---

Return to Chapter 9: Maintaining and Customizing Jewel

Continue to next section: Edit Accounts