Revision [14515]
This is an old revision of BatchProcessing made by KristenVicedomini on 2015-03-23 12:36:39.
Preparing a Batch in Donor Perfect
Table of Contents
A "batch" is a grouping of individual gifts. By grouping gifts together we are able to run bulk processes (like deposits and thank you letters) in a more efficient manner. Batches usually don't have overlapping dates, though they can, and there's not anything too wrong with that. Batches exist in two different forms: DonorPerfect batches and Wells Fargo Desktop Deposit batches.
A DP batch is a set of all types of contributions, including credit card donations, stock donations, and PayPal donations. A Wells Fargo batch is only the check donations we choose to process electronically. Generally, Wells Fargo batches will be the same as all the checks from the same DonorPerfect batch. Two exceptions come to mind. Large checks that are deposited immediately will be in their own WF batch. These batches should have a name that makes it clear which DP batch they are in, like "Batch 1537 Large Checks". Checks that are deposited in Arizona or otherwise deposited at a bank branch do not have a WF batch. Instead, they should have the letters "AZ" appended to the check number to make it clear that they were deposited in Arizona (for example, #1234AZ).
The Donor Perfect "batch report" is a report generated by Donor Perfect of a group of donations entered. We use this report to check this against the gifts received, ensuring that we have entered information correctly, and ultimately the deposits made to into our account, ensuring that the deposits went through properly.
I. Batch Processing
IF THERE ARE NOT 125-150 WHEN YOU GO INTO THE BATCH PROCESS SCREEN, exit without updating the batch.
Possible Exceptions to the Rule: We may want to update the batch early (someone is going to the bank today, we get a very large check that we want to deposit right away) or later (if we really need to get money in by a specific deadline stated by the National Director and we don't have time to run and check two separate batches).
To run a Batch and prepare a Bank Desktop Deposit:
1. Select "Receipts" from the side toolbar.
2. Click on "Review Batch"
3. Under "Transaction Order," select "Other" and then "REF - Ref/Check number" from the subsequent screen.
4. Click OK
5. Click Preview
6. When the report is generated, review it for obvious mistakes.
2. Click on "Review Batch"
3. Under "Transaction Order," select "Other" and then "REF - Ref/Check number" from the subsequent screen.
4. Click OK
5. Click Preview
6. When the report is generated, review it for obvious mistakes.
a. A Gift marked "check" with an amount, but no check number, is likely a credit card. Check on it before printing.
b. A Gift with gift type (blank) but an amount is a mistake
c. Anything that is an obvious mistake fix, then rerun and print the report.
b. A Gift with gift type (blank) but an amount is a mistake
c. Anything that is an obvious mistake fix, then rerun and print the report.
This will produce a list of every entry made in this batch. This includes checks, cash, credit cards, and the occasional stock donation.
II. Sorting Checks
1. Sort checks somewhere that you have a lot of room (i.e. the front table)
2. Once checks are sorted into piles (0's, 1's, 2's, etc.), you should sort the checks within each pile.
3. Once all 0's, 1's, 2's, etc. are sorted, place all checks together.
4. Using the printed batch report, verify the following information for checks and cash: check number, donor's name, and amount; This is easier done with one person reading off the information and the other person confirming the information.
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop Deposit)
a. Do not sort checks at your desk or any other area that is cluttered. If your desk is immaculate, then you can sort them there. Do
not lose or misplace a check.
b. Place all checks in piles according to their first numeral
not lose or misplace a check.
b. Place all checks in piles according to their first numeral
i. All checks starting with 0, then all starting with one, etc.
ii. Sort these in numerical order (ex: check 0004565456 is before check 120 and check 1233333 is before check 201, etc.)
ii. Sort these in numerical order (ex: check 0004565456 is before check 120 and check 1233333 is before check 201, etc.)
2. Once checks are sorted into piles (0's, 1's, 2's, etc.), you should sort the checks within each pile.
3. Once all 0's, 1's, 2's, etc. are sorted, place all checks together.
4. Using the printed batch report, verify the following information for checks and cash: check number, donor's name, and amount; This is easier done with one person reading off the information and the other person confirming the information.
5. Run an addition tape on the calculating machine or create a spreadsheet to check total with the batch report. A spreadsheet carries the additional advantage of being able to create a desktop deposit subtotal (which will equal your "Control Total" when entering a Desktop Deposit)
a. Any errors must be corrected. Simply return to the database, locate the entry, and edit the mistake.
III. Select Batch Update and Close the Batch
Once you have printed the batch,and all check no.s, names and amounts have been checked for accuracy and an addition tape has been run to match the batch total for checks and cash, then hit "Cancel" to return to the previous screen.
1. Click "Batch Update"
a. This will make the number of entries roll back to zero and start a new batch number.
b. This must be done before anyone can start entering data again.
b. This must be done before anyone can start entering data again.
