PSFS Offering - Batches: How to correct an Out-of-Balance Quick-Entry Batch

How to correct an Out-of-Balance Quick-Entry Batch

  1. In the Posting section on the batch entry form, compare each entry to the amount written on the contribution envelope and to the cash or check amount. F1

      • If you find it easier to reconcile the batch using a printout of the details, print a Quick Entry Batch Report

      • 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. Skip to Step 3.
      • If you find a discrepancy due to a data entry error, continue to step 2.
  1. If a discrepancy was found in Step 1, fix the problem using any of the following methods that apply:

      • If an incorrect 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 the trashcan icon to delete the duplicate from the batch.

      • If this resolves the discrepancy, go to step 4.
  2. To fix the cash total, complete the following:

      • Click Batches.

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

      • Find the batch. Click Edit Batch  and then the Edit button to open the batch in edit mode.

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

      • Click Save. The cash balance should now say $0. If it does not, then you did the math wrong. Try doing the opposite of what you did (if you added the balance, try subtracting it). Then, click Close to return to the Batch Management page.

  3. You can now take steps to commit the batch and, if you have the appropriate permissions, close it. 


Related Articles

How to create a Quick-Entry Batch

How to commit a Quick-Entry Batch 

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