The Batches page provides a central location for working with batches. From this page, you can perform the following batch management tasks:
- View all batch records in your system
- Create a new batch
- View the details for a specific batch and edit those details
- Export a batch
- Delete a batch
- Post contributions and pledges to a batch
The Batches page shows only the batches belonging to the logged-in user's organization. Additionally, the logged-in user sees only the batches associated with the funds they have permission to access.
Permissions
To access the Batches page, you must either have Organization Admin access rights tied to your login or Offering > View permissions.
Access rights and permissions are granted to individual users in their staff records, accessed through the Manage Staff page in the Administration module. You must have Organization Admin rights to view the page and assign permissions. For details, see the online Help for the ParishSOFT Administration module.
What Is a Batch?
A batch is a data entry method in which pledges and contributions are entered into your system in groups, rather than individually.
Using batches to enter your contribution and pledge data into Offering is not required but highly recommended. Batch processing is beneficial if you have several contributions, pledges, or corrections to post. Posting transactions in batches can save you a significant amount of time, as you can enter them into the system in groups rather than one at a time. Additionally, batch processing can help improve the accuracy of data entry. Validation checks, such as the batch count and batch total (dollar amount of items), help identify two types of errors that may occur:
- Typing errors made during data entry
- An item that is accidentally missing
Batch processing also provides safeguards and internal controls against fraudulent activities. Only authorized users can create, edit, delete, and view batches for the selected organization. Furthermore, the batch itself serves as an audit trail, capturing the actions of any user who makes changes to a batch's details or to the transactions within the (open) batch. To secure information and preserve audit trails, no batch can be reopened and edited after it is closed. On the other hand, batch financial totals and transactions can be edited while a batch is still open.
What Is a Batch Record?
A batch record contains detailed information about a batch, including its name or description, the name of the organization owning the fund, and the date the batch was created. A batch record also contains summary information about the batch, including the total dollar amount of pledges or contributions and a count of the total number of entries expected to be included in the batch.
Understanding Batch Status
The Status field on the batch card and in the Batch field on the Postings page identifies the current state of the batch. The types of status a batch can have are listed below:
Open
Open indicates a new batch. After a batch is created and its details are saved, the system sets its status to 'Open'.
Open batches and the postings contained in them are visible only in batch posting reports. Postings in these batches are available in all relevant reports after the batch is closed.
Review
Review indicates that gift entry is completed. The projected counts and totals in the batch match the actual counts and totals, so the batch is considered "balanced." This button (in the upper-right corner) is now activated, allowing the user to move the batch to Review status.
A batch in Review status is ready to be double-checked for accuracy so that it can be moved to the next and final status of Closed. Batches and postings contained in them are visible only in batch posting reports. Postings in these batches are available in all relevant reports after the batch is closed.
Closed
Closed indicates that all payments and pledges in the batch have been processed and double-checked for accuracy.
After a batch is closed, all postings in the batch are locked and can no longer be edited. The data in the batch is available in all relevant reports. To help maintain the best financial controls and to ensure that we are being good stewards of the financial gifts entrusted to us, you must create a correction batch if you need to make changes to the financial data in a closed batch.
Integration
Integration identifies a batch that was created through the Offering integration with ParishSOFT Giving.
The system automatically assigns this status. In other words, you cannot edit integration batches or choose this status for batches that have an Open or Review status. As the integration batch receives additional transactions, it is updated until it is balanced.
Overview of the Batches Page
The illustration below identifies the main elements on the Batches page. Click a link to view a detailed description of the element.
When you first open the Batches page, no batches are displayed. To find a specific batch, use the Search or Filter function.
Selection Checkboxes
When managing batch records in the grid, you will find it handy to be able to select and deselect one or multiple records or even all records in the grid. You can select individual records by selecting each record's checkbox. You can choose as many records as you want. The system inserts a check mark in the box next to each record to indicate it is selected.
Toolbar
The Batches toolbar, shown below, spans across the top of the page. The toolbar includes a Search box and a group of buttons that give you quick access to the functions you use most often on the Batches page.
Search Feature
The Search feature provides a quick and easy way for you to find batches without having to look through an entire list, which, depending on the number of batches you have, can be pages long. Note that the results of searches include only the batches that the logged-in user has permission to access.
In the list below, click an item to view its description.
Information Icon
The information icon Appears to the right of the Search box. You can place your mouse on the icon (without clicking) to see what type of information you can search for using the Search box.
Using the Search Box
You can search for a batch by typing its name into the Search box. You can type the full name or just a few characters in the name into the box. Then, click Or hit the Enter key on your keyboard to start the search. The list refreshes to show you the names of batches matching your search criteria. For example, if a batch is named "2020-0727-Cash", a search for "Cash," "0727," or even just the letter "C" will produce matches.
Clearing the Search Box
To clear the search box, select the search criteria currently showing in the box. Then, press the Delete key on your keyboard. Finally, click Or hit the Enter key on your keyboard to display all batches.
Toolbar Buttons
Batch Bulk Status Change
After you run the process to bulk change the status of selected batches, click. To open the Batch Bulk Change Status window to see if the process completed successfully or if the process experienced errors that you need to address.
Export
Click To generate either of these reports:
- Batch List report (Excel file). This report gives you a list of the batches currently showing in the Batches grid that match your search or filter criteria. The report includes general information about the batch, including the date it was opened and pledge/and or contribution totals. For instructions on generating this report, go to Create a Batch List Report.
- Batch Postings List report (Excel, PDF, or CSV file). This report provides details for transactions contained in each batch currently showing in the (filtered or unfiltered) Batches grid. For instructions on generating this report, go to Create a Batch Postings List Report.
Add New Batch
Click Add New Batch to open the Batch Details page, where you can add a new batch record. To view explanations of the fields in the batch record, go to Batch Record Details.
Filter
The filter button Opens and closes the Filters panel, located on the far right. This panel provides filters that you can apply to the Batches list to find records that meet the selected filter criteria. For descriptions of the filters, go to the Filter Panel.
Except for the Fund filter setting, the system now automatically saves your selected filter and sort settings for the Batches list and retains them as your personal defaults. Even after you log out, the settings remain the same until you change them. Be aware that your settings are saved on your local device, so if you log in using a different device, you may see various settings.
Filter Panel
The Filter panel contains filters you can use to narrow down and sort your search results. The Filter button in the toolbar opens and closes this panel.
Order Direction
Specify the sort order of your results:
- Ascending: sorts alphabetic content from A to Z and numeric content from 0 to 9 (lowest to highest).
- Descending: sorts alphabetic content from Z to A and numeric content from 9 to 0 (highest to lowest).
Order By
Select to sort the results on one of the following fields in the batch record:
- Batch Name
- Fund Name
- Online Giving
- Created Date
- Closed Date
- Paid Count
Fund
You can just select the fund whose batches you want to view.
Created Date
Enter a date in the From and To fields to view batches created during that date range.
Status
Enables you to view batches set to a specific status. Select one of the following:
- All: lists all batches.
- Open: lists only the batches whose status is set to Open.
- Review: lists only the batches whose status is set to Review.
- Closed: lists only the batches whose status is set to Closed.
- Integration: lists only the batches sent to Offering from ParishSOFT Giving through the application integration.
Batch Records
Each batch record in the grid provides the information listed below.
To view all the details in a batch record, click the batch ID/Name link.
Batch ID - Name
Shows the Batch ID and the name of the batch. Clicking the link takes you to the batch details.
Fund
Name of the default fund for pledges and contributions posted in the batch.
Status
Status of the batch in the posting process as one of the following: Open, Review, Closed, or Integration.
Giving Source
System-assigned (read-only) value. Indicates how the batch was created, for example, manually created or through a lockbox import.
Created
System-assigned (read-only) date. Indicates the date the batch was created.
Closed
System-assigned (read-only) date. Indicates the date the batch was closed.
Pledge Count
Total number of pledges currently posted to the batch.
Pledge Total
Total dollar amount of pledges currently posted to the batch.
Contribution Count
Total number of contributions currently posted to the batch.
Contribution Total
Total dollar amount of contributions currently posted to the batch.
Batch Buttons
These four buttons are located to the left of each batch record. Use them to manage your batches:
Batch Postings
Click To open the Postings page for the batch. If the batch is open, you can enter contributions or pledges into the batch. If the batch is closed, the Postings page shows the pledges and contributions in the closed batch.
Move to Review
This becomes active when the system determines that the batch is balanced. Clicking this button changes the status of the batch to Review, and the label on the button to Close. A batch in Review status can be checked for accuracy and edited, if necessary. After the batch is reviewed, clicking
changes the status of the batch to Closed.
Close Batch
Clicking Closes the batch and prevents future changes to pledges and contributions in the batch.
Export
Generates a Batch Posting List report (an Excel or PDF file) that provides a list of contributions and pledges posted to the batch.
You must have Offering > Print permissions to generate this report.
You can generate a Batch Posting List report in these formats:
- Excel: the Excel version uses the same data source as the PDF but contains more data, which is represented in a comma-separated layout. Excel is the option to choose if you want to import the data into the report into a spreadsheet program.
- PDF: The PDF version is helpful for most purposes because it extracts the most commonly needed data from the report and presents it in a well-designed layout. Note that the PDF contains less information than the Excel version and is a more suitable option when you need a report that is easily read.
Delete Batch
Removes the batch from your system. Note the following restrictions:
- Deleting a batch is permanent and cannot be undone.
- You must have Delete permission to remove a batch.
- The system does not allow you to delete closed batches, so this button is not visible if the batch is closed.
Show Menu
The Show Menu lets you choose the maximum number of records to display per page. The default is set to 10. To change the number of records, click to display the menu entries. Then, select a value of 25, 50, or 100, as shown below:
To speed up page loading, select a lower value.
Page Navigation Buttons
The page buttons at the bottom of the page help you quickly navigate through the grid.
-
: takes you directly to the page number. For example, clicking 2 takes you to Page 2 in the grid.
-
: takes you one page back from the page you are currently viewing.
-
: takes you one page forward from the page you are currently viewing.
Showing # - # (Total Records)
The bottom right corner of the page shows which records in the grid you are currently viewing out of the total number of records across all pages of the grid. Note that the total record count in the view (Showing # - # range) varies depending on the maximum number of records selected for pagination in the Show Menu.
Updated