Batch Contribution Entry

This article will help you to create a new batch, enter the contributions and how to edit and clone a batch. Please see the Related Articles to entering contributions directly into a fund and importing contributions.

IN THIS ARTICLE:

Batch Contributions
Editing A Batch
Cloning A Batch

Batch Contributions

Scroll to Funds via the top navigation bar and select Batch Contributions. This is where you will navigate to when you want to access your Unposted Batches and Posted Batches. To create a new batch click on New Batch in the upper left corner.

On the Batch Information tab, you will need to fill in the following fields.

1. When you click on the down arrow you can select a single fund for the entire batch or choose the (Multiple) fund option that will allow you to assign multiple funds within the same batch.

2. Enter a date for your batch. The date can be tied to the day of the Mass, date deposit was made or even the date you are entering the batch.

3. In the Service field, you can tie your batch transactions to a specific mass/service. To learn how to create your service options please reference the article Ministry Scheduling - Setting Up Mass Schedule (Service Maintenance)

4. The Description field is a text field that is optional.

5. You may select the Control Information based on your internal church procedures or your Diocese may have defined what controls they would like you to follow. You have 3 options. You can then enter None, Amounts Only (enter a total $ amount for the batch) or Standard (enter a total $ amount for the batch and the total number of transactions). in the control total amount of the batch. If you choose to set a control your actuals will have to equal to the values you defined when you created your batch. If they do not equal each other then you will not be able to Post your batch.

6. Click Create located at the bottom of the screen. Once you have created the batch it can be accessed in the unposted batches tab until it has been posted.

To enter the batch transactions, click on the Contributions tab where you will need to fill in the following information.

Tip: We suggest that before you begin entering all your contributions you expose the Comment and Reference fields by clicking on the down arrow next to the orange save button. Select Show/Hide Comments to expose the fields so that you can enter any comments, make the notation Cash or Check and put in check numbers quickly. There are many parishes that will take the time to type Check 3232 or Chk# 3232. If your parish sets a standard entry format where the reference field is for check numbers you do not have to type the word check or chk# saving you some data entry time.

1. If you chose the Multiple fund option when setting up your batch select the fund you would like to assign the contribution to.

2. In the Family Name field, you can begin to type either the Budget/Envelope Number or the Last Name. As you type in numbers/letters a list of families will begin to appear. Select the correct family and tab to the Amount field.

3. Enter the Contribution Amount.

Note: When entering the contribution amount you do not need to type in the decimal places. For example, if you had a $25.00 donation you only need to type 25 not 25.00.

4. If the contribution is Non-Deductible then check the Non-Deductible flag. Contributions with this flag checked will be included in Annual Year-End Statements but pulled out separately and labeled as Non-Deductible.

5. The Comment field is a text field that is optional.

Note: Comments will show in the Annual Statement PDF Detailed Option. The statement truncates this field to 10 characters so it is best to keep this field to 10 characters if you choose to use this option when running your annual statements.

6. The Reference field is used to enter check numbers. You may also use it type in for example, Cash for a cash donation.

7. Once you have entered all the information for this contribution click Save and the contribution will drop-down into the list below. You are now ready to go onto your next contribution.

When you are done entering transactions the batch can be posted. Click on the drop-down arrow in the orange Save button.

When Post is clicked a Post Batch pop-up will appear. If there were no controls set at the time the batch was created simply click Post. If there were controls set verify there are no variances. In the example below a control of $200.00 was set. There is no variance so the batch can be posted by hitting the orange Post button. Once the batch is posted it will be listed in the Posted Batches tab.

Note: When you are in a batch (posted or unposted) a Download link is available just below the blue banner above the Batch Information and the Contributions tabs. Clicking this Download button will generate a .csv report for your records.

Editing A Batch

Once a batch has been posted the batch can be reopened and can be edited.

Note: If you have set controls in the batch information tab and you plan on making changes that change the total amount and/or number of transactions be sure to edit the Control Information. Click Save once this change has been made.

Scroll to Funds > Batch Contributions > Posted Batches tab > click on the batch number to open. When you are in the Batch Information tab click the orange Unpost button in the bottom right corner. Click Unpost again in the Unpost Batch pop-up box.

Click on the Contributions tab and proceed to locate the transaction you wish to edit. You can either Delete the entire contribution or select View to edit specific fields.

1. If you need to remove the contribution entirely or the family that was originally entered was the incorrect click Delete.

2. If you need to edit are the fund, contribution amount, non-deductible box, reference and comment fields then click View and the following pop-up box will appear. Make the changes and click Save.

Click Post once all your changes are made.

Cloning A Batch

Batch cloning allows you to clone a batch and all the contribution records within it. This is helpful for batches of recurring transactions that occur each week. Perhaps you receive checks from parishioners online banking that come in every Thursday. The records are consistently the same with maybe one check missing or perhaps an addition. Cloning allows you to clone the batch and make any minor adjustments (additions or subtractions) without re-keying the whole batch.

Users can clone both posted and unposted batches while on the batch information screen. For posted batches, the clone function is on the Unpost button dropdown menu. For unposted batches, the clone function is found on the Save button dropdown menu.

Once you click Clone you will be asked if you want to clone the references and/or comments. Typically you would not have to do this since the reference number is typically a check number and this changes for every donation. Click Clone.

When the batch is cloned a new Batch Information screen will appear with the exact same information from the batch you cloned. You can edit the screen to reflect the current date and perhaps you want to change the Batch Description. Click Save.

Click on the Contributions tab to add any additional contributions and or delete any that are no longer applicable. You can also change the fund, amount, add a new comment or reference to the contribution. Once you have made the necessary changes click Post.