Life of a Batch

Regardless of the batch type you create, the process or "life" of a batch includes similar steps. Use the following list to review descriptions for each step and how they relate to each other.

First, you must configure a manual or auto-generated batch numbering scheme. With manual numbering schemes, you enter a batch number for the specific batch. With auto-generated numbering schemes, you define the batch identifier, date formats, and the order they display. For details, see Configure Batch Numbering Schemes.

Next, configure a batch workflow. The batch workflow determines the series of statuses the batch must complete before its records can commit to the database. For details, see Configure Batch Workflows.

Before you can enter data into a batch, you must create a batch template to select the batch type, numbering scheme, and workflow. Batch templates define basic information about a batch, such as fields and default values for the fields. Once you specify a template and create a batch, the specified fields appear in the batch spreadsheet, so you can quickly enter information in the database. For details, see Configure Batch Templates.

Next, create an uncommitted batch. When you enter data into a batch, the batch is considered uncommitted (not yet applied or saved to your database). You can add a batch from Batch entry, or the program can create a batch using an import process. When a batch is uncommitted, its data has not yet created or updated records in your database. You can continue to edit the data entered in an uncommitted batch or move an uncommitted batch through its workflow. For details, see Uncommitted Batches.

Once you create a batch, you can use Batch search to locate it. For details, see Batch Search.

Once data entry is complete, you can commit the batch. When you commit the batch, the program uses the data entered in the batch to create or update records in your database. For details, see Committed Batches.

Tip: Constituent batch and revenue batch are examples of batches that add new records. Other batch types, including change of address update and constituent address update, apply updated information to existing records.

Once a batch is committed, you can use several batch reports to review committed data as well as any exceptions (records that did not commit) that occurred. For details, see Batch Entry Reports.