How to ensure data integrity when posting a batch
The ParishSOFT Family Suite software has two processes in place to ensure contribution data entry integrity. The first process, physically counting and summing the amounts and then adding a count and posting sum to the batch details page is outlined below. The second process is having two sets of eyes: one for data entry and another for data review. The review process is enumerated upon in the article, How to move through the batch process from new to review to close.
The reason there are counts and amounts on the batch details record is for quality assurance. Although entering counts is not required, it is encouraged. To ensure the integrity of the data entered, follow these steps:
- Physically count the number of credit card, check, and cash contributions you plan to enter into this batch.
- Sum the batch contribution amounts and pledge amounts (separately) by adding each credit card, check, and cash contribution (or the pledge card amounts) using an adding machine or similar tool.
- Add a batch and enter the details on the batch details page.
- Enter each contribution/pledge posting.
- If the counts and amounts entered on the batch details page do not match the number of contribution/pledge postings entered or the sum of the posted amounts:
- it's a good idea to physically count and calculate the sum again.
- If you get the same numbers as you did the first time, it is likely that one or more of the postings is wrong. In that case, you may benefit from following the instructions for reviewing the batch, even though the batch is not in the review phase yet.
- If the new numbers add up to the posting numbers, follow these instructions to simply update the batch details record.
- it's a good idea to physically count and calculate the sum again.
Comments
I do not have time to count the checks and envelopes as per step 1. Many times a person writes a check for several different funds and many envelopes have more that one fund per envelope.
PLEASE TALK TO THE PEOPLE DOING THE WORK AND FIND OUT WHAT THEY NEED TO DO TO PERFORM THE REQUIRED TASKS. THE SYSTEM NEEDS A DETAILED INSTRUCTIONS SO A NOVICE CAN COMPLETE THE TASKS AT HAND.
Can you develop Standard Operating Procedures (SOPs) for entering a batch, developing reports, etc.
@Robert, I am sorry you are so frustrated with our new offering system. Although we tried very hard to offer short videos, longer classes, and articles, learning a new system can be a challenge when you really only have time to do the work. If you copy and paste the following two links into your browser, you will find 1) a picture summary of how to enter a batch: https://support.parishsoft.com/hc/en-us/articles/360058723592 and 2) an article that walks you through step by step from beginning to end. https://support.parishsoft.com/hc/en-us/articles/360057071251.
Keep in mind that although we offer a way to ensure data integrity when you enter a batch, you can choose to not enter any totals into the batch details page, then enter all your postings, then go back to the batch details page and add the numbers that the system totals so they balance. Following the data integrity process is just an opportunity to support your organization's accountability, but it's completely optional.
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