Gift Batch Entry

The Gift Batch Entry option found on the Gifts group item allows you to process multiple gifts at once using the same batch.

To use the Gift Batch Entry feature, you must perform the following tasks:

1. Set up the batch and default values for the batch.
2. Enter the gifts to be processed by the batch.

Use the information in the following sections to complete these tasks.

Gift Batch Setup

To set up a gift batch, use the following steps:

1. Expand the Gifts group item located in the left-navigation bar and click the Gift Batch Entry option.

   This will open the Gift Batch Entry | Gift Batch Select form.

   On this form you can select a previously created gift batch, or create a new one. Note, only the fields in bold type are required.

2. To use a previously created gift batch, expand the gift batch drop-down menu and select the desired gift batch from the list.

   Once a gift batch is selected, many of the fields on the Gift Batch Select form will be populated with the information set for the selected gift batch>

   You may overwrite these values if desired.

3. To create a new gift batch, enter the name of the new gift batch in the gift batch text field (to the right of the gift batch drop-down menu.)
4. The gift date will default to the date this batch is being created.

   To change this date, click the gift date field to open the netFORUM date picker. Click the date on the calendar you wish to assign to this new batch.

5. Choose the gift type you wish to process from the gift type drop-down menu.
6. If applicable, expand the fund drop-down menu and select the fund donations that will be processed with this batch.

   When you select a fund from the fund drop-down menu, several fields will populate with information that is tied to that fund (if applicable) such as campaign, package code, purpose, and appeal code. Note, these values are set at the fund level and can be overwritten on this form if needed.

7. If applicable, use the search feature to locate the source code applied to the gifts you wish to process from the with this batch.
8. If any campaigns were assigned to the fund you chose, they will populate the campaign drop-down menu. You may select the desired campaign from this menu.
9. Select the appeal from the appeal drop-down menu. Only those appeals assigned to the fund you chose will be available in the appeal drop-down menu.
10. If any package codes were assigned to the fund you chose, they will populate the package code drop-down menu. You may select the desired package code from this drop-down menu.
11. Expand the invoice batch drop-down menu and select the batch you will use to process this set of gifts.

    You may also click the Add icon to create a new batch.

12. Select the method of payment for these gifts from the payment method drop-down menu. The values entered will serve as the default (populated) values during the next step. You will be able to overwrite these values if needed.
13. Click the Continue button.

Entering the Gifts to Be Processed

After clicking the Next button, you will be taken to Gift Batch Entry Form. The top of the form provides fields that will allow you to add additional donations to this batch.The bottom portion of this form lists all of the donations that have already been processed.

To add a gift to the batch entry form, use the following steps:

1. Enter a portion of the donor's name in the name/id field.
2. Click the search icon to see a list of individuals who match your criteria.
3. Click the name of the individual you wish to add to this batch.
4. Enter the amount of their donation in the amount field.
5. If the donation was made in recognition of someone, select the recognitioin from the recognition drop-down menu. This will display the recognition name field.
6. Enter the name of the individual the donation is being made in recognition of in the recognition name field.
7. The date, type, fund, campaign, appeal, package, and payment fields all default to the values you set earlier in this process during the batch setup. You may overwrite these values by expanding the applicable drop-down menu and choosing a new value.
8. After the information for the new gift to be processed is complete, click the Continue button.
9. Repeat this procedure for every gift you wish to add to this batch for processing.

   Note: Clicking the edit icon next to a gift listed in the bottom portion of the Gift Batch Entry page will populate the gift's information in the top portion of the Gift Batch Entry page and allow you to make changes.

10. When you have added all of the gifts to be processed by this batch, click the Finish button.

    You will be taken to the selected batch's profile page outlining the current batch statistics.

Adding Additional Invoice Batches to the Gift Batch Entry

You may also add an invoice batch while setting up the criteria for your gifts on the Gift Batch Entry | Gift Batch Setup form.

To add an additional invoice batch, complete the following steps:

1. Click the Add button next to the invoice batch drop down menu.
   This will open the Batch Information pop-up window.
2. Select the business unit associated with the new batch from the business unit drop-down menu.
3. Select the fiscal year from the fiscal year drop-down menu.
4. Select the period from the period drop-down menu.
5. Enter the name for the new batch in the batch name field.
6. Enter the batch date in the batch date field. You can manually enter the date using the MM/DD/YYYY format, or click the calendar icon to manually select the date.
7. Enter the security group that will have access to this batch from the security group drop-down menu.
   Note, if you do not have access to the security group you select, you will not be able to use this batch.
8. Enter the financial amount expected for this batch in the total amount field.
9. Enter the number of records you expect to process with this batch in the total count field.
10. If desired, you may select the default method of payment for gifts being processed by this batch.
11. If desired, you may add notes or comments regarding this batch in the notes/comments field.
12. Click the Save button.

    Your newly added batch is now available in the invoice batch drop-down menu (provided you have access rights to the security group you set.)

Adding Additional Gifts to the Gift Batch Entry

To add additional gifts (that match the criteria you already set up for this list), use the following steps:

1. Enter the name of the person making the additional gift in the constituent name/id field and mouse over the search icon.
   This will provide a list of names that match the text entered in this field.
2. Select the correct name (if there is more than one match) by clicking on the name from the list of results that is returned.
3. Enter the amount of the gift in the amount field.
4. Select the recognition option from the recognition drop-down if applicable.
5. If you want this gift to be processed with this batch, do not change any of the other pre-populated criteria.
6. Click the Continue button.

   The gift you just entered will be added to the list of results.

7. Once your results list is complete, click the Finish button to complete the process.