Before we take you through the Batch Donation Entry process, it is important that you understand the batching process.
In this module, groups of donations will be entered into the Fundraising Accelerator using a batching process. The Donation Batching Process is in common use across the industry and helps ensure that large numbers of gifts can be quickly and accurately handled from when you receive mail onto your premises, until the gifts are in your bank account.
This requires the organisation to follow the following series of steps:
- Donations are split into bundles, usually of a standard count e.g. 30. They are bundled by channel (mail/email/phone etc), and payment method (cash&cheques/credit card/direct deposit etc).
- A Batch Docket is filled in with the count and total value of the gifts in that batch. This will be used as a double check later. Refer below for an example batch docket layout.
- A data entry operator picks up a new batch for entry. They open the Fundraising Accelerator and create a new batch and enter the count and value of the batch.
- The operator enters each individual donation into the batch until completed.
- When all donations have been entered, the batch count and total must equal the count and total value of the donation transactions entered. If necessary, corrections are made to one or more transactions, or to the original totals.
- The batch is “Processed” making it available for credit clearance and receipt generation by the system. After this stage, no changes can be made to the batch or its transactions, other than to reverse a transaction.
Note: If you only have a small handful of gifts to process, for example, when handling a gift from a walk-in donor, you can use the Quick Donate facility covered in the Quick Donation Processing module.