When entering gifts, users have the option of specifying a Batch. This code can be used to identify all Gifts that were entered together, which can come in handy when troubleshooting or reconciling financial data. You are also able to query on Batches. Batch values are stored at the gift level, though users creating a new gift import can set a default value to apply to all gifts in a particular import. While the terms "Batch" and "Import" are often used interchangeable, it's worth noting that one Import in Virtuous can contain multiple Batches.
Batches can also include a Batch Totals, or the total dollar amount of all of the gifts in that specific Batch. This optional feature allows you to reconcile a deposit, for example, with the sum of all of the gifts in an import. The Batch Total is a hard control, so once it has been entered, it cannot be changed. This is an optional control, though. You can always choose to leave the batch total blank if you like. The import screen will still show a running total of all of the gifts in your import.
Designating a Batch code and total are done when setting up your gift import. In the Default Batch field, enter a value for the Batch code. This code can be anything, and should be based on internal business rules defined by your organization. For many users, the Batch Code may be a combination of the current date, the Gift Type, Source, and the initials of the team member entering gifts.
Then you’ll see the option to enter a Batch Total. This number would be the total dollar amount for all of the gifts that will be included in your import. For example, let’s say that you went through the incoming mail and put together all of the checks received and set up your bank deposit, so you know that you have $17,500 in checks to enter. Putting that value into the Batch Total means that, once you’ve manually entered all of your Gifts, the total amount of those Gifts must equal $17,500, or else you will not be allowed to complete the import.
Once you’ve entered all of the information for your import, click Save, and that will take you to into the import tool. Now you are ready to start entering gifts!
For more learning on Batches, check out our Gift Processing course in the Virtuous Academy.