About the DM Batches Page

Only users with Development User and/or Development Admin permissions can access batch records. These permissions are set on the Diocese Directory & Web Solutions tab in the staff user's record. 

A batch is a data entry method whereby pledges and contributions are entered into your system in groups instead of individually.

Using batches to enter your contribution and pledge data into Development Manager is not required but highly recommended. Batch processing is particularly useful if you have a number of contributions, pledges, or corrections to post. Posting transactions in batches can save you a lot time because you can enter them into the system in groups instead of 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 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.

A batch record contains detailed information about a batch, including its name or description, 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.

The Status field on the batch card and in the Batch field on the Postings page indicates the current state of the batch. A batch in Development Manager has one of three statuses:

• Open: after a batch is created and details of the batch are saved, it has a status of 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: at this stage, gift entry is completed. The projected counts and totals in the batch match the actual counts and totals, so the batch is considered "balanced." The Move to Review 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: all payments and pledges are processed and have been 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 the financial data in a closed batch. 

The information icon appears to the right of the Search box. Place your mouse on the icon (without clicking) to see what type of information you can search for 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 few characters in the name into the box. Then, click  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 "Capital Campaign," a search for "Capital," "tal," or even just the letter "l" will produce matches.

 Never search using an empty 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  to display all batches.

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 A to A and numeric content from 9 to 0 (highest to lowest).

Select to sort the results on one of the following fields in the batch record:

• Batch Name
• Fund Name
• Online Giving
• Opened Date
• Closed Date
• Paid Count

Select the fund whose batches you want to view.

Enter a date range (enter a date in the From and To fields) to view batches created during that time period.

Select a status option to view batches that have a specific status:

• Any
  
• Open
  
• Review
  
• Closed 

Name of the batch and the batch ID, a unique system-assigned code that identifies the batch. Clicking the link takes you to the details page for the batch.

Name of the default fund for pledges and contributions posted in the batch. 

Status of the batch in the posting process as one of the following: Open, Review, Closed.

System-assigned (read-only) value. Indicates how the batch was created, for example, manually created or lockbox import.

System-assigned (read-only) date. Indicates the date the batch was created.

System-assigned (read-only) date. Indicates the date the batch was closed.

Total number of pledges in the batch.

Total dollar amount of the pledges in the batch.

Total number of contributions in the batch.

Total dollar amount of the contributions in the batch.

Takes you to the Postings page where you enter contributions or pledges into the batch.

This button 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 the Close button changes the status of the batch to Closed.

Closes the batch and prevents future changes to pledges and contributions in the batch.

Generates a Batch Posting List report (an Excel or PDF file) that provides a list of contributions and pledges posted to the selected batch.

Removes the batch from your system. Note the following restrictions:

• Deleting a batch is permanent and cannot be undone.
• You must have Delete permissions tied to your login credentials to remove batches. 
• The system does not allow you to delete closed batches, so this button is not visible if the batch is closed.