Gift Batches List

From Gifts, Overview, under Related Links, select Gift batches to view a list of all your batches. Gift batches are groups of gifts that you add 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.

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 Gifts, Overview, 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.

Note: Don't have the new grid batch yet? Expect its wider release in a future update.

  1. From Gifts, Overview, select Add, New grid batch.

  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.

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

  5. To load predefined fields into the new batch, search for and select a batch template. For more information, see Gift Batch template.

  6. Add gifts to the batch. For more information, see Add gifts in grid batch.

  7. Select Save.

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.

By default, only unapproved batches are displayed in the list, but you can view batches that have already been approved. Select Filter, then uncheck Hide approved batches. Approved batches will display in the list.

To the left of the batch's name, select the ellipsis, then Delete.

Note: Only batches that contain no gifts can be deleted. You can move all the gifts from the batch you want to delete to another batch to make it eligible to be deleted.

To the left of the batch's name, select the ellipsis. Select to edit the gifts in either batch entry or new grid batch. The batch record opens to edit the gifts. For more information, see Gift Batch Records

To the left of the batch's name, select the ellipsis, then Edit batch details. Make changes as needed to the batch description, expected number of gifts, expected batch total, or the batch number. Then select Done.

Note: Batch numbers are assigned incrementally following this pattern: GFT-Year-Numeral, such as GFT-2019-1, GFT-2019-2, and so on. Batch numbers can't be edited for approved batches.

Batch templates allow you to load predefined fields into a new batch. From Batch templates, you can create a template, assign a name, and select the desired fields and default field values. For more information, see Gift Batch template.