How to Post Contributions and Offerings by Batch

A batch is a group of contributions and batch entry is the quickest way to get the contributions into the system. When posting by batch, you can either post the payments using the donor's envelope number or using the donor's last name or Family DUID. Follow the instructions that fit your fit your particular preference or circumstance. Note that you can enter all transactions for the batch in one session or you can log out and complete the batch entry at a later time.

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Posting by Envelope Number

Posting by Name or Family DUID

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Internet Explorer Users

If you are using Internet Explorer, the Enter key behaves like the Tab key. That is, you can press the Enter key to move from field to field in the form, and then finally move to the Save button where pressing Save enables you to post the contribution.

Firefox, Chrome, Microsoft Edge, and Safari Users

If you are using Firefox, Chrome, Microsoft Edge, or Safari, the Enter key does not behave like a Tab key. When working in those browsers, you must press the Tab key to move from field to field in the form, and then click Save to post the contribution.

Posting by Envelope Number

If you know the donor's envelope number, use the following procedure to post the contribution.

  1. If you manage several organizations, select the desired organization from the Organization list.
  2. Click . Select Detailed Posting to display the Detailed Posting page.

The cursor is positioned in the Env # field (in the Posting section).

  1. The application "remembers" the filter settings from your last posting session. If necessary, set the posting defaults and options to match your postings for the current session. Make sure that you leave the Input By option set to Envelope Number.

  1. You are now ready to post a contribution to the batch. Complete the following:

In supported browsers, you can use the Tab key or the Enter key to advance the cursor from one entry field to the next.

  1. Type the family's envelope number in the Env # field.

  2. Tab to the Amount field.

  3. Verify that you selected the correct donor by checking the donor information in the Post to Preview section on the right.

  4. In the Amount field, type the dollar amount of the contribution.

  5. In the Check Number field, type the check number.

  6. For thorough record keeping, note any details about the contribution in the Memo section.

  7. Click to post the payment.

After you post the payment to the batch, the Balance field updates to show the remaining balance (declining to zero), and the Transaction Count value increments by one.

  1. Repeat Step 4a - 4g for each contribution you are posting in the batch.

If you are doing high-volume data entry, use the information in the Last Contribution Posted section at the bottom of the page to keep track of where you are in your stack of contributions to be posted.

Posting by Name or Family DUID

  1. If you manage several organizations, select the desired organization from the Organization list.
  2. Click . Select Detailed Posting to display the Detailed Contribution Posting page.

The cursor is positioned in the Env # field (in the Posting section).  

  1. The application "remembers" the filter settings from your last posting session. If necessary, set the posting defaults and options to match your postings for the current session. Make sure that you set the Input By option to Name or ID.

  1. You are now ready to post contributions to the batch. Complete the following:

In supported browsers, you can use the Tab key or the Enter key to advance the cursor from one entry field to the next.

  1. (optional) Select a posting date. (The date picker defaults to the previous date selected.)

  2. Tab to the Post To field and type the last name or Family DUID. Select the donor from the Post To list.

If the donor has a pledge associated with the fund, the pledge number is displayed in the Pledge list. The cursor advances to the Amount field.

  1. In the Amount field, type the dollar amount of the payment.

  1. For thorough record keeping, in the Memo section, record any details about the contribution.

  2. Click to post the payment.

After you post the payment to the batch, the Balance field updates to show the remaining balance (declining to zero), and the Transaction Count value increments by one.

  1. Repeat Step 4a - 4e for each contribution you are posting in the batch.

The dollar amount in the Balance field and the Transaction Count value automatically update each time you post a payment to the batch. The balance amount declines, as shown in the following illustration:

If you are doing high-volume data entry, use the information in the Last Contribution Posted section at the bottom of the page to keep track of where you are in your stack of contributions to be posted.

 

Related Topics

Back to Basic Workflow Diagram

About the Detailed Contribution Posting Page

How to Create a Batch for Contributions

How to Close a Batch

 

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