Batches are designed to be used to track physical donations, like cash and checks, or donations from external payment sources.
While batches are designed to be customized for your organization, a great use case would be to create separate batches for Cash and Check donations within a batch group created for that week. For example:
Batch Group: Sunday - 08/04/2019
- Batch: Cash - 08/04/2019
- Batch: Checks - 08/04/2019
Check out this video for more information about batches, and then read the article for detailed instructions.
We've intentionally designed batches to be flexible. If you have a pile of checks and cash to count, you might want to consider the following strategies:
- Split the cash into one batch and the checks in another. If you only have one check reader, this strategy makes adding check donations easier.
- Split the pile among different counters, each with their own batch.
- Split anonymous donations into their own batch. Since donation entry is a good opportunity to update donor contact information, processing a bunch of anonymous donations together can be a little faster since the counter isn't having to enter donor information.
- Finish a batch every time you take a break, especially if you're counting alone. There's no advantage to having one large batch over five smaller batches, but there is an advantage to knowing where you left off.
- Use physical envelopes to denote batches. When you've finished a count, write the batch number on the envelope, seal the envelope, and then commit the batch. This strategy lessens the likelihood of double counting donations.
1. Create a Batch Group (Optional)
Batch groups help you organize your batches into groups that have common characteristics. These are completely customizable and can be used in whatever way makes sense to your organization's workflow.
To create a batch group, in either the In Progress tab or the Committed tab, click New Group.
To add existing batches to the group, drag and drop them from the Single Batches section in the sidebar to the group in the Batch Groups section.
2. Create a Batch
To create the batch, go to the Batches tab, and click New Batch.
Creating a new batch while your batch group is selected will create it within that group.
If the dates for all donations in the batch are the same, add the Received date; if not, leave this blank and add the date to each donation.
3. Add a Donation
You can add donations manually, or quickly assign check donations to a donor using a check reader.
To add a manual donation, type the name, email, or phone number of the donor. As you enter the information, the system will try to match the entry with the names that appear in the People database.
- If the match exists, select the matching name.
- If there's no matching name, finish typing out the first and last name of your new donor, and they will be added to your database.
Verify that the donor's information is correct, and add additional information.
- The default settings for the batch will automatically input into the donation record. If needed, override those defaults by changing them in the donation itself.
- Enter any additional information that's not included in the batch defaults.
- If the donor's email, phone number, and address are not listed, or the information is incorrect, click Edit to make needed changes.
- Add the amount, breaking down the amount in the appropriate funds.
- Select the date received, the payment source, as well as the payment method.
- If you choose check, ACH, or card as the payment method, you can include the check date and number, bank account information, or additional card information.
- Add any applicable labels.
Select Next donation to add this donation and be taken back to the batch.
Mac OS: Hold down the Ctrl key to view keyboard shortcuts such as Ctrl+n to go to the next donation and Ctrl+c to cancel the donation.
Windows: Hold down the Alt key to view keyboard shortcuts such as Alt+n to go to the next donation and Alt+c to cancel the donation.
If you use a check reader, put your cursor in the Add a donation box, and then run the check reader.
The check reader will enter the information from the check into the donation fields. If there's a problem, the fields will be cleared.
- If the routing and account numbers are correct,,you'll be taken straight into the donation details entry form for a quick entry.
- If there is not a match with a previous donor, select Associate New Donor to select a different donor for that check.
When someone uses a bill-pay system, the MICR number will be shared with anyone else using bill-pay at that same bank. The last donor assigned to that MICR number will be recognized when reading bill-pay checks from that bank, so it may be better to process bill-pay checks manually to avoid errors.
4. Commit the Batch
When you finish creating a batch and adding donations, commit the batch. Before a batch is committed, it's considered In Progress, and donors will not see their donation until the batch is committed.
When a batch is In Progress, this means:
- The donations are marked with the Uncommitted stamp.
- The donations appear on the dashboard and within a donor's history on the Administrative side of Giving.
- The donations do not appear to the donor when they log in or on any generated donor statements.
- Changes to the batch details (name and notes) and donations are not logged.
To commit the batch, click Commit batch.
If the batch is a part of a batch group, the Commit batch button won't be available within a single batch. You must commit all batches within a group at the same time.
After donations are committed:
- They become successful, fully qualified donations, and they are available to the donor.
- Email receipts will be sent to the donors, unless you disable this option in Payment Sources.
- Changes to Committed batches and donations are logged in the master system log.