Create and Edit Gift Entry Batches

View Batches of Gifts

View batches created with either Gift Entry or the legacy Batch Gift Entry in Gift Entry.

To view gift batches:

1. From the App Launcher, find and select Gift Entry.

2. Click the Batches subtab.

3. Identify which tool created a batch by looking at the Form Template column.

   If Form Template is blank, the batch was created with the legacy Batch Gift Entry tool.

   

4. Open the batch in the tool where it was created by clicking the Batch Name.

Create a Batch

Before you start entering gifts, set up your batch header details and determine what information users are required to enter. You can edit this information later, if necessary.

1. From the App Launcher, find and select Gift Entry.
2. Click New Batch.
3. Select the template to use for the batch.
4. Click Next.
5. Enter a Batch Name.

   We recommend using a unique name for each batch.

6. Enter other necessary information—such as a Description, the Expected Count of Gifts, and the Expected Total Batch Amount.
7. If you want to ensure that the count of gifts or the total amount of gifts saved to the batch matches the values you enter, select Require Expected Totals Match.
8. If you selected Require Expected Totals Match, then enter a value for at least one expected totals field: Expected Count of Gifts or Expected Total Batch Amount.
9. To enter recurring gifts in the batch, select Allow Recurring Donations.
10. Click Next.
11. Set default values for fields.

    If the template already has defaults, they appear here. If necessary, you can override the template default values for this batch.

12. Save your changes.

If you set up and activated a batch number format, all Opportunities and Payments associated with this batch will include the batch number in the Batch Number field. Learn more in Configure Batch Numbers for Donations.

Now you're ready to Enter Gifts in Gift Entry. If your batch includes Recurring Donations, click Make Recurring when entering the gift.

Edit Batch Options

After creating a batch, you can make changes. For example, after you create the batch and enter a gift, you want to update the Expected Count of Gifts field or set a default value for Donation Date. Edit the batch and make these changes.

Note You can't update the template you selected for this batch.

Any changes you make don't affect records that you already saved to the batch. If you update default values, the updated values aren't copied to records already saved to the batch. You need to manually update the field values for existing records.

1. From the App Launcher, find and select Gift Entry.
2. Go to the Batches subtab.
3. Select the name of the batch you want to update.
4. In the batch, click Edit Batch Info.
5. Make your changes.
6. Save your changes.