Finding and viewing batches

Quick Tutorial Full Training

To find and view batches, do the following: 

  1. Go to Finance > Batches.
  2. The Select a query drop-down has the following queries to assist in finding the batch:
    • Open batches - Displays all open batches. Out-of-the-box, this search query runs by default when you navigate to the initial Batches screen.
    • Open recurring donation pledge batches – Displays a list of open batches from which you can select batch details.
    • Ready batches - Displays all batches with a status of Ready. These batches are ready to be processed and no longer accept new transactions.
    • Search all batches - Displays search criteria fields that allow you to filter the batches that display in the list. Enter the appropriate search criteria and click Find.
    • Search transactions (past 12 months) - Allows users to find a batch by searching the transactions from within the past 12 months for a transaction number, Bill To ID, customer, or payment method.
    • (optional) My batches - This search query displays all batches created by the currently logged-in user. If your system is configured to create separate batches for each staff user, then you can add this query to allow staff users to view only their batches.

      • Note: Out-of-the-box, this query does not appear in the drop-down. Add this query to the Select a query drop-down by copying it from the $/Samples/Batches folder into the Batch Search folder ($/Accounting/DefaultSystem/Queries/Batches/Batch Search).

  3. Select the Batch number to open the batch window.
  4. The following details are available in the batch:
    • Batch date
    • Description – The Description entered when this batch was created. The Description can be edited. Simply modify the text and click Save.
    • Date created – The date on which the batch was created.
    • Created by – The user who created the batch.
    • Status – The Status of the batch can be edited. See Modifying the batch status for more information.
    • Transaction count – Number of transactions currently in the selected batch.
    • Transaction total – Total amount of all transactions currently in the selected batch.
    • Post Batch – See Posting batches for more information.
    • Run Report – See Running batch reports for more information.
    • Export – See Exporting a list of transactions in a batch for more information.
  5. Use the Select a query to filter the listed transactions. Select from the following search queries:

Adding additional queries to the batches window

From the Batches window, there are several queries to choose from; however, you may want to modify an existing query or add a new query.

Do the following to add an additional query to the Batches window:

  1. Go to RiSE > Intelligent Query Architect.
  2. Navigate through the following folder path: $/Accounting/DefaultSystem/Queries/Batches/Batch Search.
  3. Select a query, then click Organize > Copy.
  4. Click Organize > Paste. The query must be located in the Batch Search folder to appear in the Batches window.
  5. Open the copied query and make the desired edits. You must have a property named Batch Number in your query in order for the query to filter batches. If you do not have a property named Batch Number, you must add Batch_Number to the Alias field on your property.

    6. Defining the Display tab for a query titled " My batches."

  6. Give the query a new name, then Save.
  7. Go to Finance > Batches, and click the Select a query drop-down to confirm the query now appears.