The Batches page is the central place to work with batches. From this page, you can:

1. View all batch records in your system.
2. Create a new batch.
3. View and edit the details of a batch.
4. Export a batch.
5. Delete an open batch.
6. Reverse a closed batch that was entered in error.
7. Post contributions and pledges to a batch.

The page shows only batches that belong to your organization and that use funds you have permission to access.

Permissions

To access the Batches page, you need Organization Admin access rights or Offering > View permissions.

Access rights and permissions are granted in each user's staff record, on the Manage Staff page in the Administration module. You need Organization Admin rights to view that page and assign permissions.

Note: Only system, parish, and diocesan administrators can reverse a closed batch.

What Is a Batch?

A batch is a way to enter pledges and contributions in groups rather than one at a time. Batches are not required, but they are highly recommended when you have several contributions, pledges, or corrections to post. Validation checks such as the batch count and batch total help catch two kinds of errors:

1. Typing errors made during data entry.
2. An item that was accidentally left out.

Batches also provide internal controls. Only authorized users can create, edit, delete, and view batches, and each batch keeps an audit trail of changes to its details and to the transactions in it while it is open. You can edit a batch's totals and transactions while it is open, but a closed batch can't be reopened or edited. To remove a closed batch that was entered in error, an administrator can reverse it (see Batch Buttons).

What Is a Batch Record?

A batch record holds the batch's name or description, the organization that owns the fund, and the date the batch was created. It also holds summary information: the total dollar amount of pledges or contributions and the number of entries expected in the batch.

Understanding Batch Status

The Status on the batch record and in the Batch field on the Postings page shows the current state of the batch.

Open

A new batch is set to Open after its details are saved. Postings in an open batch appear only in batch posting reports until the batch is closed.

Review

Review means gift entry is complete and the projected counts and totals match the actual ones, so the batch is balanced. When the batch is balanced, Move To Review in the upper-right corner of the Postings page becomes available.

A batch in Review is ready to be checked for accuracy before it is closed. Its postings appear only in batch posting reports until the batch is closed.

Closed

Closed means all payments and pledges in the batch have been processed and checked. The postings are locked and appear in all relevant reports.

To remove a closed batch that was entered in error, an administrator can select Reverse Batch. To change financial data in a closed batch, create a correction batch.

Integration

Integration identifies a batch created through the Offering integration with ParishSOFT Giving. The system assigns this status, so you can't edit integration batches or choose this status for an open or review batch. An integration batch is updated as it receives transactions until it is balanced.

Overview of the Batches Page

When you first open the Batches page, no batches appear. To find a batch, use the Search or Filter function.

Selection Checkboxes

Select a record's checkbox to select it. You can select as many records as you want, or select the checkbox in the header row to select every record in the grid.

Toolbar

The toolbar spans the top of the page. It includes the Search box and, at the right, the buttons described below.

Search Feature

Search finds batches without paging through the whole list. Results include only batches you have permission to access.

1. Search tips: point to the information button to the right of the Search box (without clicking) to see what you can search for.
2. Search for a batch: type all or part of the batch name or ID in the Search box, then press Enter. For example, a search for "Cash", "0727", or "C" matches a batch named "2020-0727-Cash".
3. Clear the search: delete the text in the Search box, then press Enter to show all batches.

Toolbar Buttons

1. Batch Bulk Status Change: after you bulk change the status of selected batches, select this to open the Batch Bulk Change Status window and see whether the process completed or had errors.
2. Bulk Change Review to Closed: changes the status of selected batches from Review to Closed. For steps, see Bulk-process batches from Review to Closed.
3. Export: generates the Batch List report (Excel), a list of the batches in the grid with general information and totals, or the Batch Postings List report (Excel, PDF, or CSV), the transactions in each batch in the grid. For steps, see Create a Batch List Report.
4. Add New Batch: opens the Batch Details page to add a batch. For field descriptions, see Batch Record Details.
5. Filter: opens and closes the Filter panel. Except for Fund, your filter and sort choices are saved on your device as personal defaults, so a different device may show different settings.

Filter Panel

Use the filters to narrow and sort the batch list.

1. Order Direction: the sort order.
   • Ascending: A to Z and lowest to highest.
   • Descending: Z to A and highest to lowest.
2. Order By: the field to sort on: Batch Name, Fund Name, Online Giving, Created Date, Closed Date, or Paid Count.
3. Fund: the fund whose batches you want to view.
4. From Created Date and To Created Date: show batches created in that date range.
5. Status: show batches with a specific status.
   • All: every batch.
   • Open, Review, or Closed: only batches with that status.
   • Integration: only batches sent to Offering from ParishSOFT Giving.
6. Search and Reset: apply the filters, or clear them.

Batch Records

Each batch record shows the information below. To see all the details, select the batch ID and name link.

1. Batch ID - Name: the batch ID and name. The link opens the batch details.
2. Fund: the default fund for pledges and contributions in the batch.
3. Status: Open, Review, Closed, or Integration.
4. Giving Source: how the batch was created, for example, manually or through a lockbox import. Assigned by the system.
5. Created and Closed: the dates the batch was created and closed. Assigned by the system.
6. Pledge Count and Pledge Total: the number and dollar total of pledges posted to the batch.
7. Contribution Count and Contribution Total: the number and dollar total of contributions posted to the batch.

Batch Buttons

The buttons to the left of each batch record change with the batch's status. A closed batch shows View Postings, Reverse Batch, Export Batch Postings, and an unavailable Delete Batch.

1. View Postings: opens the Postings page. In an open batch, you can enter contributions or pledges. In a closed batch, the page shows the batch's pledges and contributions.
2. Move to Review and Close Batch: on an open batch, this becomes available when the batch is balanced and moves the batch to Review. On a batch in Review, it closes the batch and prevents further changes to its pledges and contributions.
3. Reverse Batch: on a closed batch, asks you to confirm, then creates a reversal batch named after the original with "- Reversal" added. The reversal batch has a negative entry for every contribution, starts in Review, and must be closed to show on reports; its Comments read "Reversal of Batch" and the original batch ID. The original batch does not change, and Reverse Batch is no longer available. Pledges are not reversed; the pledge record stays, and its balance goes back up by any reversed contribution that was applied to it. Only system, parish, and diocesan administrators can reverse a batch, and a batch already integrated with ParishSOFT Accounting can't be reversed. For steps, see NEW! Reverse Batch Button.
4. Export Batch Postings: generates a Batch Posting List report (Excel or PDF) of the batch's contributions and pledges. You need Offering > Print permissions. The Excel version has more data in a comma-separated layout for spreadsheets; the PDF has the most commonly needed data in an easy-to-read layout.
5. Delete Batch: removes an open or review batch from your system. Deleting is permanent and can't be undone, and you need Delete permission. On a closed batch, Delete Batch is unavailable.

Show Menu

The Show menu sets how many records appear per page. To change it, open the Show menu at the bottom of the grid and choose 25, 50, or 100. A lower number loads the page faster.

Page Navigation Buttons

The page buttons at the bottom of the grid move through the pages:

1. Page numbers: go to that page. For example, 2 goes to page 2.
2. Previous page: goes back one page.
3. Next page: goes forward one page.

Showing # - # (Total Records)

The bottom-right corner shows which records you are viewing out of the total across all pages. The range depends on the number selected in the Show menu.

Updated November 12, 2026 17:35