Batches

Batches are designed to track physical donations, like cash and checks, or donations from external payment sources.

Note

Counters can access, create, and enter donations to batches, but only administrators or bookkeepers can commit them.

Batches Example

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 - 09/08/2024

• Batch: Cash - 09/08/2024

• Batch: Checks - 09/08/2024

1. Create a Batch Group (Optional)

Batch groups help you organize your batches into groups with 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, go to the In Progress or Committed tab and select 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 page and select New Batch. 

Note

Creating a new batch while your batch group is selected will create it within that group.

3. Edit Batch Defaults

From a batch, select Batch defaults to set the fund, payment source, payment methods , and labels that will apply to all donations in the batch.

Note

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.

4. Add a Donation

You can add donations manually or quickly assign check donations to a donor using a check reader.

Add Donation Manually

To add a manual donation, type the donor's name, email, or phone number. 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 the new donor's first and last name, and they will be added to your database.

Verify that the donor's information is correct, and add additional information.

• The batch's default settings will automatically be entered 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.

1. If the donor's email, phone number, and address are not listed, or the information is incorrect, select Edit to make needed changes.

2. Add the amount, breaking down the amount in the appropriate funds.

3. Select the date received, the payment source, and the payment method.

4. 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.

5. The donor's primary campus is listed by default, but you can update the campus if needed.

6. Add any applicable labels.

Select Next donation to add this donation and be taken back to the batch.

Tip

Keyboard Shortcuts 

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.

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.

Use a Check Reader

If you use a check reader, put your cursor in the Add a donation box, and then run the check reader.

The check reader enters the information from the check into the donation fields. If there's a problem, the fields are 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 no match with a previous donor, select Associate New Donor to choose a different donor for that check.

Note

When someone uses a bill-pay system, the MICR number is shared with anyone else using bill-pay at that same bank. The last donor assigned to that MICR number is recognized when reading bill-pay checks from that bank, so it may be better to process bill-pay checks manually to avoid errors.

5. 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.

Note

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 to Church Center or on any generated donor statements.

• Changes to the batch details (name and notes) and donations are not logged.

To commit the batch, select Commit batch.

If the batch is 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 are visible to the donor from their donor profile or year-end statement.

• Email receipts will be sent to the donors unless you turn off this option in Payment Sources.

• Changes to committed batches and donations are logged in the master system log.

Note

Donations can be added to committed batches. When entered, a receipt is sent (if receipts are enabled), and the entry is logged immediately.

Delete a Batch

There may be scenarios where a batch needs to be deleted. In those instances, administrators and bookkeepers can delete both in progress and committed batches. Counters have access to delete in progress batches only. 

Deleting a batch deletes all donations inside it, including committed donations. 

Warning

Any time a committed batch is deleted, the action is recorded in the System Logs detailing the date, the person who deleted it, and the batch name.