PSFS Offering - Batches: How to bulk close batches or how to close several batches at once

How to bulk close batches or how to close several batches at once

  • Before batches may be closed, they must be in balance
    • The most efficient way to find out which batches are not in balance is to select all the batches you want to close, as shown below, and select the Close Batch(s) option.
    • This will close all of the batches that are in balance.
    • It will also give a report of all batches that were closed and of all batches that could not be closed, listing the reason.
    • You may then go into the batches that could not be closed and ameliorate the reason, then close them.
  1. In Offering → Batches, select all of the batches on the screen 
    • If you want to select several batches, simply mark the batches you want to close and cick the Close Batch(s) option. Then Go to #2.
    • If you want to select ALL of the open batches, (click the A button at the top (A)).
      • This will put a check mark to the left of all batches on the page
      • If you want to exclude any of those batches, you may uncheck them.
    • If you want to include batches from every page, after selecting all from the first page, you must use the forward page arrows or select the next page number at the bottom of the screen to advance to the next page (B) and click the A button again. Unmark any you wish to exclude. Do this until you have all batches you wish to close marked. Select the Close Batch(s) option (C).
      selectallandclosebatrches.jpg
  2. After following the process above a 'Close Batch Status' window will display to the screen telling you which batches were closed successfully and which are still open due to a stated reason. The most efficient way to use this information is to click into this window, select all (CTRL-a) and copy the text (CTRL-c). Paste the text to a word processing page or to an excel page (CTRL-v).  Here's an example of the window:
    closebatchstatus.jpg
    • The text will look like this (this was pasted to an excel file):

      Successfully closed 31 of 65 batches.

      Failed to close batch 64114 : Only the owner of the batch can make changes to the batch.

      Failed to close batch 64168 : The system cannot close the batch because the paid balance does not equal zero. Correct the paid balance and try again to close the batch.

      Failed to close batch 64222 : The system cannot close the batch because the paid balance does not equal zero. Correct the paid balance and try again to close the batch.

  3. If any of the batches have a balance meaning the Pledges and Contribution amounts you entered when you created the batch do not match the accumulated totals of the Pledge and Contribution transactions that were actually entered in the batch:
    • These batches will not close until the batches are in balance.
    • You must go into each of these batches and update the Cash Total and the Pledge Total fields so the Balance of each is 0. In the screenshot below, the Cash Total is under-reported by 400 and the Pledge Total is under-reported by 800.
      cashtotal_under-reported.jpg
    • Once you go into the Batch to update these total fields, you might as well close the batch at the same time since you are in the record and the close button is readily available.
      closebatch.jpg

 

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