About the Batches Page

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 pages 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 he or she has permission to access.

PermissionsPermissions

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?What Is a Batch?

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 Offering 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.

What Is a Batch Record?What Is a Batch Record?

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.

Understanding Batch StatusUnderstanding 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: indicates a new batch. After a batch is created and details of the batch 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: 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." 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: indicates that all payments and pledges in the batch have beeen 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 the financial data in a closed batch.

Integration: identifies a batch that was created through the Offering integration with ParishSOFT Giving.

This status is automatically assigned by the system. 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

Page Navigation Buttons

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.

Collapse Button

By default, the Navigation Bar is expanded, so the entire name of each page is visible. If you need more viewing space in the right panel, you can collapse the menu by clicking . Doing so minimizes the menu so that only the page icons are visible:

To return the Navigation Bar back to the expanded position, click (Expand). Note that the state (expanded or minimized) of the menu that you specify on any page stays the same on all pages until you change it.

Navigation Bar

The Navigation Bar is the menu that sits on left side of the Funds page (and on every other page in the module). The menu lists the module's primary pages and provides a way for you to quickly move from one page to another. When you want to view a specific page's content, simply select the page option.

Organization List

The Organization list is located above the Navigation Bar. By default, this dropdown list is closed and shows the name of the organization you are working in.

If you have access to one organization, the list displays the name of your organization. The dropdown functionality is disabled because you have limited access.
If you have access to multiple organizations, the list displays the name of the organization you are working on or last worked in. Select the organization’s name to display a list of all the organizations you have permission to access. If the list is long, you can either type the organization’s name into the Search Organizations field (see illustration below) or use your mouse to scroll through the list to find the organization you want and then select it.

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 select as many records as you want. The system inserts a checkmark in the box next to each record to indicate it is selected.

Help Button

Click to access the Offering Help. The Help opens in a separate browser so that you can view it while working in the module. The Help provides an overview of Offering concepts and features and offers step-by-step instructions on how to perform specific Offering tasks.

Initials Button

This button shows the initials of the logged-in user. Clicking the button display the Log Out option. Click this option to log out of Offering.

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 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 Information Icon

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.

Using the Search BoxUsing 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 "2020-0727-Cash", a search for "Cash," "0727," or even just the letter "C" will produce matches.

Clearing the Search BoxClearing 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 to display all batches.

Toolbar Buttons

Click the arrowhead next to a button to expand it and view its description.

Batch Bulk Status ChangeBatch 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 review whether the process completed successfully or if the process experienced errors you need to address.

Export 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 How 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 How to Create a Postings List Report for a Batch.

Add New Batch 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 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 Filter Panel.

You can also click to close the Filter panel.

With the exception of 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 different 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.

Filter Buttons

(Start Search): starts a search. After you enter your filter criteria, click .

(Clear Search): clears the currently selected criteria from all filters.

(Close Search): closes the Filter panel.

Filters

The Filter panel contains these filters you can use to narrow down and sort your search results. In the list below, click the name of a filter to view its description.

Order DirectionOrder 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 ByOrder 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

FundFund

Select the fund whose batches you want to view.

Created DateCreated Date

Enter a date in the From and To fields to view batches created during that date range.

StatusStatus

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. In the list below, click the name of an item to view its description.

To view all the details in a batch record, click the batch ID/Name link.

Batch ID - NameBatch ID - Name

Shows the Batch ID and the name of the batch. Clicking the link takes you to the batch details.

FundFund

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

StatusStatus

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

Giving SourceGiving Source

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

CreatedCreated

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

ClosedClosed

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

Pledge CountPledge Count

Total number of pledges currently posted to the batch.

Pledge TotalPledge Total

Total dollar amount of pledges currently posted to the batch.

Contribution CountContribution Count

Total number of contributions currently posted to the batch.

Contribution TotalContribution Total

Total dollar amount of contributions currently posted to the batch.

Batch Buttons

These five buttons are located at the bottom of each batch record. Use them to manage your batches:

Click this button 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.

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 changes the status of the batch to Closed.

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

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

Closes the selected 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 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 in the report into a spreadsheet program.

PDF: the PDF version is useful 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.

Generates a Batch Posting List report that provides a list of contributions and pledges posted to the batch. You can generate a Batch Posting List report in these formats:

You must have Offering > Print permissions to generate this report.

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 in the report into a spreadsheet program.

PDF: the PDF version is useful 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.

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.

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

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

Showing # - # of #

To the far right, a total count of records in the grid is displayed:

Show Menu

The Show menu lets you choose the maximum number of records to display per page. The default is set to 25. You can increase the limit to 50 or 75. To do so, click and then select the number of records you want to view per page.