We suggest reviewing the following articles before beginning to work with batches.
A batch (formerly bundle) stores the contributions that will be processed together, whether from online giving, file import or manual entry of checks, cash, etc. You can have one batch for the entire day or many batches. They are located under Finance > Search > Batches and will either be created automatically or require someone with the Finance role to create. The Finance role is also required to view or edit batches. The FinanceAdmin role is required to reopen batches.
Someone can have the Finance role without the FinanceAdmin role. However, if someone has the FinanceAdmin role, they will also automatically be given the Finance role. Therefore the FinanceAdmin role is not a limiting role, but grants additional permissions.
- Date From/Date To: Can be used to filter for Deposit Date of the batch.
- Amount From/Amount To: Can be used to filter for Actual Amount of the batch.
- Status: Options are Select All, Closed, Open, Pending, Reconciled. Reconciled indicates the Batch has been Reconciled but also Closes the batch.
- Batch Type: Contains default options.
- Batch ID: Batches are displayed with highest batch number at the top. Click on the batch number to open the batch.
- Deposit Date: Added automatically when the Batch is closed, if not already added when batch was created. Can be edited when the batch is reopened.
- Reference ID: Optional. Added at the time the Batch is closed. This can be useful when multiple batches are included in the same deposit.
- Batch Type Contains default options. Add options through Lookup Codes.
- Source: Default options are ACH, Bankcard, Mail, Offering Plate. Add options through Lookup Codes.
- Items: Number of Items in the batch. Items that have been split counts as one. Split items are indicated with the symbol highlighted below:
How a Batch is Automatically Created¶
Checks scanned through your bank scanner and imported into Touchpoint. In this scenario, a new batch is created.
Checks scanned using TouchPoint Check Scanner application. The batch can be created ahead of time or created at the time of uploading scanned checks. This is also used along with Scan & Deposit.
Online giving and registrations processed through a supported payment gateway. Batches are automatically created daily when there is an online transaction. The individual contributions and payments are automatically added to a pending batch with the Batch Type of Online. These batches will be separated by Source (ACH & Bankcard), are highlighted in yellow, and are in a Pending Status. When the transactions settle, they are moved to a settled batch that:
- Is auto balanced with the correct Item and Amount counts that have been received from the bank.
- Has the Deposit Date added.
- Has the Batch Ref irecorded as the Ref ID.
For Pending Batches, a new setting has been added under Settings > Finacial > Batches named Auto Close Online Batches. This setting is False by default, but if you want daily online batches to automatically close after the Nightly Batch Process, set this to True. Otherwise, online batches will remain open until a user closes the batch manually.
Non-contribution transactions, such as online registrations. This could include contributions, but don’t have to.
Only registrations that have a payment will be included in a batch. Zero Due transactions will be excluded.
Imported contributions from a 3rd party provider, such as Txt2Give, OnlineGiving.org, Pushpay, or GivingFire.
Create Batches Manually¶
Create a batch manually to enter checks, cash, envelopes, gifts in kind, stocks, etc.
Before creating the batches, you could assign a volunteer or staff person to put the contributions together in groups (batches) by type, such as envelopes, checks or cash. Use an adding machine with tape to get a grand total for each batch. Run a separate tape for cash, checks and coin if you need it broken down for the bank. Run a total within each batch by fund as well. Attach the tape the corresponding batch.
- Step 1
Proceed to Finance > Search > Batches. Click the Green New Batch button.
- Step 2
Enter the Batch Type from the dropdown. Choose a type that matches the majority of contributions in that batch. The type will be displayed in the batch header. Enter the Estimated Amount and Estimated Count based on a preliminary calculation of the batch to be entered. The Date defaults to the current date, but can be changed. Select the Fund, Source, (Contribution) Type, Deposit Date (automatically populates current day but can be edited or deleted), and Reference # (optional). Then click the Create button.
The Funds are listed in order of the Fund ID. Use the search box to search for fund ID or fund name. If entering a contribution with a non-contribution type, you will choose an Account Code instead of a Fund. Account codes will be listed in order of Code Number. The code list can be edited by someone with the Finance or Admin role.
The Contribution Type options are Tax deductible, Non-tax deductible, Stock, Gift in Kind and Non-Contribution. Pledge is no longer an option as Pledges are entered on the Pledges screen.
- Step 3
Options made on the previous screen can be updated if needed. The header including the Estimated Amount and Estimated Count will be red until the contributions have been entered and are balanced.
Click the green Add Entry button to add the first contribution.
You can enter either the People ID or the Envelope Number. If you want to only return results based on the Envelope Number, type the letter
ebefore the number.
If you do not use pre-printed envelopes, you will want to search using the Name field. This search works like the quick search box in the main menu. You can search using the following:
- Last name only
- First name [space] last name
- Partial names work including using a single character
- 7-digit phone number
- Goes by and former name
See the help article listed below for more about using AltNames. There are a couple of Settings that are required if you want to display the AltName and if you want to be able to search by characters inside a Chinese name.
As you type, a dropdown list will appear, displaying the People ID and Name. To see more information including address, campus code (requires additional setting) and recent contributions, check the box for Show More Information. Continue tabbing until you highlight the desired name, then select by pressing Enter. IF you don’t find the name, select Add Person.
Enter the Check Number and Note if applicable. The Check Number field will accept integers and characters. If nothing is populated, the contribution will be characterized as Cash.
If needed, the Date, Source, Fund and Contribution Type can be edited for this specific contribution. You can also click the green Plus` symbol to split the contribution.
Use Soft Credit: Used to track donations towards a pledge for someone that didn’t make the original donation.
When someone is associated via the soft credit field, TouchPoint will remember that association so that if the donor gives in the future, the previously associated person will be listed if the soft credit checkbox is checked. If more than one person has been associated to the donor, then the soft credit box will be a dropdown with the previously associated people as options. A new person can be searched for or a new person can be added as well.
Registration Credit: Check this box if the payment is toward a registration. When checked, you can then search for the involvement by name and assign credit to someone who is already enrolled in the involvement. You would typically want to mark the contribution as Non-tax deductible, but the system will allow any Contribution Type when assigning registration credit.
TouchPoint also processes payments for events, trips and other types of activities using our online registration feature. Fees aren’t typically stored as contributions but can be designated as donations if using the One Page Form or using the Ask Donation option. Fees are also characterized as tax-deductible for Goers and Senders for Mission Trips.
- Step 4
If your batch is still not balanced and you miscounted your Estimated Count, you can click on the Edit Batch pencil icon at the top of the page to make a correction to the original header data. See other editing guidelines below.
You can also view the details of the batch and how many contributions are a result of Bankcard, ACH, Cash or Check. Click on the menu icon next to Actual Amount:
When an online gift or online registration payment is made, the entry is recorded in one of two pending batches (one for ACH and one for bankcard) per payment gateway. The two pending batches will always be pinned to the top of the Batch search page (unless the filter is set to not show pending) and highlighted in yellow. All transactions will show in one of these pending batches until the transaction settles.
You will not be able to add, remove or edit entries in a pending batch.
Multi-fund Transactions in Batches¶
There may be times when a donor gives to separate funds in one transaction or includes an additional donation during the registration process. In this case, this will show as one batch entry with splits.
Contributions can be edited while the batch is open. Click on the pencil icon on the contributions screen to open the details of the contribution.
Batches cannot be deleted until the batch is empty. While the batch is open, contributions can be deleted to empty the batch, allowing the batch itself to then be deleted. Batches are deleted on the main Batch screen. To delete a batch, click the trash can symbol:
To delete in mass, check the boxes next to the batches, then click the dropdown and select Delete. The Delete button will be inactive unless all the batches are empty.
Other options to action on batches either individually or in bulk:
Close: A batch can’t be closed until it is balanced and all contributions are assigned to donors.
Reconcile: A batch can’t be marked as reconciled until it is closed.
Report: Runs a Batch List.
Delete: Only empty batches can be deleted.
Deposit: To deposit a batch. Requires additional setup.