What to put in the Cash Total and Pledge Total of a batch
When creating a new batch the Cash Total refers to the combined total of all contributions going into that batch, regardless of whether they're cash or checks. There is an opportunity during the posting phase to note if they are cash or check.
As you add contributions to the batch, the Cash Balance will show the difference between the Cash Total and the sum of all contributions entered. If the sum of all contributions is greater than the Cash Total, the Cash Balance will be negative. If this is the case, you may edit the Batch and update the Cash Total to match the actual sum of all the contributions entered in this batch.
Example: When a batch was created the sum of all contributions to be entered in this batch came to 4,000 so 4,000 was entered in the cash total. As the clerk was entering the contributions into the batch, another check was found for 1,000. This too was entered. When looking at the batch, the Cash Balance showed -1,000. The clerk edited the Batch and changed the Cash Total to 5,000. The Batch is now in balance.
The Pledge Total is only used if you are associating pledges with a batch and is the total of the pledge amounts associated with the batch. Payments toward the pledges would not be included in this total (those would be grouped with other contributions in the Cash Total). So if you associate a new $2000 pledge with a $100 down payment, the $2000 would be added to your Pledge Total and the $100 would be added to your Cash Total.