Batches
Batches are designed to track physical donations, like cash and checks, or donations from external payment sources.
Important
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.
Tip
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.
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 donations 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.
After selecting the donor's name, enter the donation details.
Verify that the donor's information is correct. Select Edit next to the donor's name to 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.
Select the ⊕ plus icon to enter a split donation across multiple funds.
Select Next donation to add this donation and be taken back to the batch.
Tip
Use keyboard shortcuts to save time while entering donations!
Use a check reader
If you use a check reader, put your cursor in the Add a donation box and 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.
Important
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.
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.
Tip
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 only have access to delete in-progress batches.
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.