Gift Entry was designed to allow you as the administrator to process or record transactions on behalf of the donor. This will allow you to keep all of your giving in one place.
Batch Entry allows you to enter transactions together in groups, such as by Service, providing additional reporting functionality.
|Please Note: If you would like to process or record a single transaction, including creating a recurring schedule, you will want to use Single Entry.|
Log in to your Admin Portal and select Gift Entry
To create your first batch, click on Batch Entry, then ‘Create Batch’
Batches can be grouped any way that you currently group them, but can only be done for one listing at a time. You can also specify the following:
- Batch Title (this will default if left blank)
- Gifts received on (date field)
- Service time (recommended)
- Number of gifts (control for the batch)
- Amount (control for the batch)
Once you’ve created the batch you can set some additional optional defaults for the transactions you’re about to enter.
- Gift Type
Tip: Defaults are great if you’re entering gifts for one fund, or one type of payment method as they save you from having to enter these for each transaction. If you’d like to change your defaults halfway through your batch, you can do that, too!
Our recommendation would be to create a batch per service and per gift type (e.g. cash or check). Start by entering in all the gifts allocated to one fund, then switch to the next fund and enter in gifts for that.
We provide a subtotal of giving amounts by fund in a completed batch, so by the end you'll easily be able to tally up the amounts by fund, gift type, and service.
As with Single Entry, giver information will automatically pre-populate as you type, and new givers can be created easily.
As you enter transactions, you will notice that the Number of gift entries and Batch total calculated values update. This will help you ensure the amounts you are entering match the control amounts you added up prior to creating the batch.
Once you have finished entering all the related transactions in your batch, It is ready for completion. Simply review the subtotals and select Complete Batch at the top right, then confirm the details by clicking Complete.
If you entered in a Number of Gifts or Batch Amount, this will run some additional validation for you automatically. An error message will pop-up if the values don’t match.
In the case where the control amounts are wrong, you can click Edit Batch to adjust these details.
Otherwise, you may need to edit the amounts of one or more transactions at the bottom of the screen.
Completed batches can be viewed and exported to help with any additional reporting, and maintain a record of all the updates made to them.
And a history of key changes to the batch:
Export by Batch
Transactions created in Batch Entry will appear in the Transactions view and will have a link to the batch that they were created in. The details can be exported from the completed batch itself, by clicking the Export button on the top right. To navigate to this page, go to Gift Entry > Batch Entry > Completed, then click on the Batch Name of your choosing.
In addition, you can search by the Batch Name or Batch ID from the Transactions screen, filter by Batch Entry under the Transaction source, or filter by the Service times you may have entered in Batch Entry.