Add Gift Batches in Web View

This tutorial helps you add multiple gifts in a batch in Fundraising, Gift management. With gift batches, you can:

  • Manage gifts as a group with a shared batch ID.

  • Use the batch approval process for data quality control.

  • Save batches while in progress and return later to add more gifts.

Gifts received from other sources, such as automatic recurring gifts, donation forms, and event registration forms, are automatically placed in unapproved batches. These batches are grouped by source, date, payment method, and payment configuration. To learn how to create gift records from a batch, see Approve batch. For more information about gift batch records, see Gift Batch Overview and Gift Batch Records.

For detailed information about all the available gift types, see Gift Types.

Note: To add credit and debit card payments, payment processing must be set up. For more information, see Get Started with Payment Processing.

Create batch

  1. From Fundraising, Gift management, select Add, Add a batch of gifts.

  2. Enter a description that identifies the batch.

  3. To help track progress as you enter gifts, enter the expected number of gifts and total giving amount.

  4. To assign a specific number to the batch, select Enter a specific batch number and enter a unique number. Otherwise, the batch is automatically assigned a number.

    Tip: Batch numbers are assigned incrementally following this pattern: GFT-Year-Numeral, such as GFT-2019-1, GFT-2019-2, and so on.

  5. Select Create batch.

    6. Enter batch details
    Enter batch details.

Add gifts to a batch

  1. In the Constituent field, search for the individual or organization who gave the gift. For a gift from a new constituent, select Add

  2. In the Amount and Gift date fields, enter how much the donor gave and when.

  3. In the Gift type field, choose whether the gift is one-time, recurring, gift-in-kind, stock/property, pledge, or other. For more information, see Gift Types.

  4. Add the payment method.

    5. In the Payment method field, choose how the donor paid. When you choose credit card or direct debit, you also choose a payment configuration in the Process with field. A payment configuration includes information about the gateway, access credentials, fraud protection options, currencies, and credit card types that your processor supports.

    Note: You can record gifts with a payment method of PayPal or Venmo, but they do not process through Blackbaud Checkout.

    To record and process a credit card payment:

    1. Select Credit card in the Payment method field.

    2. In the Process with field, select the payment configuration to process the payment through one of the gateways Blackbaud Payment Service supports, such as Blackbaud Merchant Services.

    3. If the card is physically present and payments process through Blackbaud Checkout, select Card is present.

      Note: When you add a recurring gift in the web view, Card is present appears if the gift's start date is today or you select Process additional payment now.

    4. Select the Credit or debit card field, and complete the transaction through Blackbaud Checkout.

      • If the card is physically present, swipe the credit card through a USB card reader.

      • If the card isn't present, such as when a donor provides their card information by phone, enter the card details and select Finish and pay to authorize the payment.

    For more information about how to accept and process credit cards as you add gifts in the web view, see Get Started with Payment Processing.

    Tip: When you add a gift by credit card in the web view, you can save its card details. To track the authorization code or EFT status, edit the gift in the database view.

    To record and process a direct debit payment, such as when a donor provides their bank account information:

    1. When you add the gift in the web view, select Direct debit in the Payment method field.

    2. In the Process with field, select the payment configuration to process the payment through Blackbaud Merchant Services.

    3. Tip: If there are no payment configurations available, an admin should check settings and credentials in the database view. For more information, see Payment Configuration Troubleshooting.

    4. Select the Account details field, and enter the account details and check number in Blackbaud Checkout.

    5. Select Finish and pay to authorize the payment.

    For more information about how to accept and process direct debit payments as you add gifts in the web view, see Get Started with Payment Processing.

    Tip: When you add a gift by direct debit in the web view, you can save its account details. To track the bank, reference details, or other information, edit the gift in the database view.

  5. Under Gift splits, in the Fund field, choose the donor's intent for how you should use, such as toward a specific cause or financial purpose.

  6. If the donor requested that you use their gift for more than one fundraising initiative, select Split this gift and indicate how much for fund. For more information, see Split Gifts.

  7. To add soft credits, select Add a soft credit and enter the constituent and amount. For more information, see Soft Credits.

  8. Select the Acknowledgement status, Receipt status and Post status.

Add additional gift details

Fundraiser credits

To add a fundraiser credit, from Fundraiser credits, select Add a fundraiser credit. Then enter the fundraiser and amount. For more information, see Fundraisers.

Custom fields

To add a custom field, from Custom fields, select Add a custom field and select a category. For more information, see Custom Fields.

Save and add new gift

After you finish entering a gift's details, select Save and add new gift to add the next gift.

  • To edit a gift's details, select it from the saved list, and make changes as needed.

  • To delete a gift from the batch, select Delete in the saved list, and select Delete.

  • To copy the details about a gift into a new gift, select Copy in the saved list.

Copy and delete a gift in a batch
Copy and delete a gift in a batch.

When you finish adding gifts, select Save and close.

Note: No gift records are created until you approve the batch.

Approve batch

Approving a batch creates the gift records. To approve the batch, select the batch number, and select Approve.

Approve the batch
Approve the batch.

Batches created in the web view appear in the database view after they are approved.

To find the gifts after approving the batch, go to:

  • a constituent record, under Giving history

  • a gift list, in Lists, Gifts