Gift Batches

Gift batches are groups of gifts that you add in Fundraising, Gift management or that are automatically created from other sources, such as event registrations and donation forms.

To help ensure accuracy, batch entry includes a validation and approval processes. For example, if you save a batch missing required fields, you receive exception messages and can't approve the batch until you enter those missing details. If your organization has review and approval policies for gift entry, you can save a batch and have another user review or approve it.

Gifts received from other sources, such as automatic recurring gifts, donation and event registration forms, and JustGiving are automatically placed in unapproved batches. For Blackbaud Donation Forms, you can choose to use Online data review to review gifts under Needs attention before they are placed in a batch. If there are duplicate constituents, this helps you match the gift with the appropriate one. To set your review preference, select Online data review under Related Links. For more information, see Online Data Review.

Gifts automatically placed into unapproved batches are based on source, date, payment method, and payment configuration. After gifts are in a batch, you can approve it.

Note: Gifts made though donation forms at the end of the day may be included in the next day's batch if Online data review is set to automatically match constituents.

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

  2. Enter a description to help identify 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.

  5. Select Create batch.

  6. Add the gifts to the batch. For more information on entering gift details, see Gifts.

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

      • Note: Saved gifts appear above Adding new, and the Total number of gifts and Batch total values update automatically.

    • 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 its Delete in the saved list, and select Delete gift.

    • To copy the details about a gift into a new gift, select its Copy in the saved list. For example, as you enter a weekly batch of one-time gifts paid by checks, you can copy a gift to reuse its details, including the gift date, gift type, payment method, and gift splits.

  7. When you finish adding gifts, select Save and close.

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

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

When you save a batch, it appears in Fundraising, Gift management in an unapproved state. To approve the batch, select its batch number to open its record and select Approve.

Note: All exceptions must be fixed before a batch can be approved.

For more information on editing and approving batches, see Gift Batch Records.