CNFS Offering: How to Correct an Out-of-Balance Quick-Entry Batch

The system will not let you commit a batch if the batch is not in balance. There are a number of reasons why a batch is not balanced. This topic provides tips on how to determine what is causing the out-of-balance situation and instructions on correcting the problem.

To resolve an out-of-balance situation, determine the source of the error. Follow these troubleshooting tips:

  1. In the Posting section on the batch entry form, check all of the contributions you entered into the batch to verify that they were entered correctly. Compare each entry to the amount written on the contribution envelope and to the cash or check amount.

If you find it easier to reconcile the batch using a printout of the details, print a Quick Entry Batch report. To find out how to generate this report, go to How to Create a Quick Entry Batch Report.

  1. Then, try the following:

  • If you find a discrepancy due to a data entry error, fix the problem using any of the following methods that apply:

  • If a contribution amount was entered by mistake, return to the batch entry form to enter the correct amount into the Amount field.

  • If a contribution is missing from the batch, return to the batch entry form to add it. To do this, press the Tab or Enter key to add a new line item and enter the missing contribution’s data. Press the Tab key again to submit it.

  • If the same contribution was entered more than once, return to the batch entry form to delete the duplicate entries. Click to delete the duplicate from the batch.

  • If all of the contributions in the batch match the amounts on the envelopes and the amounts on the checks and submitted cash, the cash total for the batch is incorrect and must be changed. To fix the cash total, complete the following:

  1. Click  to display the Batch Management page.

  2. In the Status dropdown list, select the Quick Entry option to show quick entry batches only.

  3. Find the batch. Click  and then  to open the batch in edit mode.

  4. Change the amount in the Cash Total field. In the Reason field, type the reason for making the change.

  5. Click . Then, click  to return to the Batch Management page.

  1. Verify that the batch is balanced. Do the following:

  1. Click , and then select the Quick Entry Posting option.

  2. Select the batch you just corrected. Then, click  to open the batch entry form.

If the Balance field at the top of the form now shows $0.00, the batch is now in balance. For example:

  1. You can now take steps to commit the batch and, if you have the appropriate permissions, close it. For instructions on committing a batch, go to How to Commit a Quick-Entry Batch.

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