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11.3. Batches and Deposits

BATCHES and DEPOSITS

 

 

BATCHES

Notes on BATCHES:

• A BATCH groups together transactions that can then be quickly mass edited and easily queried. 
• When importing transactions using the Import Manager tool, it is highly recommended that you create a new batch and add the imported transactions to this batch. 

To create a new BATCH:

• STEP 1. From the FINANCIAL tab, click BATCHES/DEPOSITS.
• Click blue "+NEW BATCH" button in top right hand side of the screen.
• STEP 2. Give the batch a name.
• STEP 3. Select the appropriate open/close dates. NOTE: The open/closed date range determines when the particular batch will be available for selection in the "batch" field when you're entering or updating a transaction. If the closed date has passed, you can't put a transaction into the batch. To keep the batch open and available for selection, leave the close date blank.
• STEP 4. Select transactions to add to the batch. You can select all by clicking the "Select All" button in the top right-hand corner of the New Batch screen, or filter transactions by clicking the "Filter" button (three horizontal lines with the triangle to the right of the "Select All" button). You can filter by name, transaction amount, or receipt start/end date. Click the save button.

• OPTIONAL: Receipt target/disbursement target: generally used if people know the total amount of contributions they received in this particular batch. Enter the target amount, and then as you put transactions into the batch you get closer to the target.

 

 

DEPOSITS

Notes on DEPOSITS:

• When you make a DEPOSIT in Campaign Manager, this means that you are acknowledging that your bank has received this actual deposit. NOTE: A DEPOSIT made in Campaign Manager is exclusive to your database, meaning that Campaign Manager does not notify your bank that this "deposit" was made. This is a tool that works independently from your bank and is meant to be used in coordination with your actual bank deposit slips as a way to double-check your data against your actual bank records.

To create a new DEPOSIT:

• STEP 1. From the FINANCIAL tab, click BATCHES/DEPOSITS.
• STEP 1. Click "+NEW DEPOSIT" button.
• STEP 2. Select either "Add Transactions" or "Add Batches" at the top and select what to add to deposit. You can filter batches by clicking the "Filter" button (three horizontal lines with the triangle in the top right of the screen). You can filter by batch name, batch ID, Open Date start/end, Close Date start/end.
• STEP 3. Add Name in "Deposit Label, select "Account" and enter "Deposit Date."
• Deposit Number is an auto-generated, internal number that is system-generated in sequential order.
• STEP 4. Click Save button, and the "Undeposited Funds" number at the bottom of the main register screen will change.

 

 

ADDITIONAL NOTES ON BATCHES/DEPOSITS

• You do not need to create a batch to make a deposit, and you do not need to deposit a batch.