PSFS Offering | Batches - Process: How to add a new batch

How to add a new batch

If you are just setting up your software, please see How to configure Batch Management Options.

  1. Go to the Batches page.
    • Using the Navigator Bar, select Batches.
    • Using the Batches Card, select Open.
  2. To avoid duplicates, search for the batch before adding.
  3. To add a new batch, click the add action button in the upper right corner of the page. This will open the Batch Details page.
  4. Enter all relevant information about the batch into this Batch Details page and then click the save action button. Note, special characters such as commas and dollar signs are not allowed in the amount fields.
    • The batch description must be unique. If you try to use "Offering" more than one time, you will get an error. This can be resolved by adding a unique identifier or adding the YYYYMMDD at the beginning which will help organize the batches, such as "20221204 - Offertory"
    • You may tab through the Count fields (leaving them blank), and if you do, they will not be compared to the actual counts when you close the batch. If you do enter count totals, they will be compared and if they don't match, you will not be able to close the batch.
    • The fund you select on this page will become the default fund for this batch. You may change it once you begin to add postings.
    • Some options will be allowed or restricted based on the Administrative Settings. 
      • When postings are added to this batch if your administrative settings allow more than one fund per batch, the fund selected on the batch details page will still be the default fund for the batch but could be changed upon posting each entry.
      • To learn the recommended process for recording pledge and contribution counts and amounts in a batch, see the article, How to ensure data integrity when posting a batch. 
  5. Select the default Batch Posting Donor Lookup.
  6. Once you have created your batch, you may begin to post pledges and/or contributions to the batch.  See the articles below to learn how to do so.

Here are some short (1 minute) videos that demonstrate the batch process:



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