Managing batches

You can place all transactions in a single batch or create separate batches for staff and public transactions. Placing staff transactions in their own batch allows for easier auditing of the transactions by a system administrator.

Do the following to configure the batch mode:

1. Go to Settings > Finance > General.
2. Select the appropriate Batch mode for staff web transactions. You can choose from the following options:
   • Staff transactions in same batch as public transactions - The default option places staff and public users’ transactions in the same batch. One batch of transactions is created for each day.
   • Separate batches for staff and public transactions - This option places staff and public users’ transactions into two separate batches per day. If a batch does not exist for either category of users for the day, it is created.
   • Individual batch for each staff user per day - This option places each staff user’s transactions into a separate batch per day. All transactions by public users are placed into one batch for the day. If a batch does not exist for a specific staff user or for public users, it is created.
   • Manual batches - Staff users with a Finance: 3 module authorization level or higher can create new batches. Staff users can control into which batches a staff user's transactions are placed.

   For more information, see Batch control.



3. (Manual batches only) Default batch selection – This option controls the batch selected when a staff user selects the default batch. Options include:
   • Staff transactions in the same batch as public transactions
   • Separate batches for staff and public transactions
   • Individual batch for each staff user per day
4. Batch numbering – Select a value to determine how batches are numbered. Options include:
   • Based on batch date – (Default) Batch numbers are generated based on batch date. The batch date is derived from the Time zone setting (Settings > RiSE > Quick setup).
   • Sequential batch numbers – Batch numbers are generated sequentially.
5. Click Save.

If the batch mode is anything other than Manual batches, new batches are automatically created every day when new transactions are created. The ability to manually create a new batch is only available if the batch mode is set to Manual batches (Setting > Finance > General).

Staff users with a Finance: 3 module authorization level or higher can create new batches, giving staff users the ability to control into which batches a staff user's transactions are placed.

Option 1: Select batch button

Create a new batch using the Add new option in the Select batch button.

Option 2: Batch window

Create a new batch from Finance > Batches by selecting Create new batch.

The ability to select a batch is only available if the Batch mode for staff web transactions setting is set to Manual batches. Staff users with a Finance: 3 module authorization level or higher can select the batch into which their transactions are placed.

Switching between open batches

Do the following to choose a specific batch or switch between open batches:

1. Click the Select batch button.



2. Select one of the following:
   • Default – This is the default batch determined by the Default batch selection setting (Settings > Finance > General).

   Note: When Default is selected, the Override transaction date checkbox is also available. When enabled, enter a date. The date entered will be used for all transactions going forward, except for Give Now donations. Deselect the checkbox to stop using that date.

   Note: Avoid using Override transaction date to adjust the transaction date of Give Now donations. If manual batches are enabled, the selected batch is used, and the batch date will be set as the gift date. Go to Fundraising > Enter gifts or add the Gift item to the cart and check out to record a donation for a different date without selecting a manual batch.

   • Add new – Select the create a new batch. You can create a new batch. When selected, the Create batch window provides the following options:
     1. Enter an optional Transaction date and Description for the new batch.
     2. Click Save & Close. The new batch is saved and selected.

     

   • Open batch - All open batches available to the staff user are displayed. Select any of the available batches to begin entering payments into that batch.
3. The batch is selected until a new one is chosen. All transactions the staff user performs are placed into the selected batch.

Other places to choose a new batch

In addition to the Select batch button, choose a new batch from one of the following locations:

• Payment detail: When adjusting or refunding a payment, the batch drop-down is displayed.



• Shopping cart: The Selected batch drop-down operates like the Select batch option on the header of the Staff site.



• Reverse open pledges: When reversing an open pledge invoice, the batch drop-down is displayed.

  

• Order invoices: When adjusting an order invoice, the batch drop-down is displayed.

Staff users with a Finance: 4 module authorization level or higher can post batches, as well as modify the batch status.

Modifying the batch status

To modify the status of a batch, do the following:

1. Go to Finance > Batches, and select an Open or Ready batch.
2. When a batch is Open, additional transactions can be added. Click Set Ready to change the status to Ready for review.



3. Batches marked Ready no longer require editing. The batches are ready to be posted. However, authorized staff users can click Set Open to change the batch status back to Open.
4. Click Post Batch to change the Status to Closed.

Reopening a posted batch

To reopen a posted batch, do the following:

1. Go to Finance > Batches.
2. From the Select a query drop-down, choose the Search all batches query.
3. Search for the closed batch using the provided search filters.
4. Select the Batch Number.
5. Click Set Open.

Finding batches

To find other batches, use the Select a query drop-down:

• 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).

Viewing batch information

Do the following to review information about batches:

1. Go to Finance > Batches. By default, a list of open batches is displayed.



2. Search for the batch, then click the Batch number.
3. 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. See Creating batches for staff web transactions for more information.
   • 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.
4. Use the Select a query to filter the listed transactions. Select from the following search queries:

 

• Batch detail - Displays all transactions that are part of the selected batch. The transactions retrieved by this query display by default. To view a transaction’s details (the individual lines that comprise the transaction), select the Batch detail query, and expand the transaction row in the Batch detail area.
• Batch detail search - Displays transaction details for a selected batch, such as transaction number, Bill To ID, customer, category, description, and amount. Allows users to filter by summary columns.
• By payment method - Displays transaction summaries for a selected batch, summarized by payment method.

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. 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.

Staff users with a Finance: 3 module authorization level or higher can edit batch descriptions.

Open a batch to edit the description:

1. Go to Finance > Batches.
2. Search for the batch, then select the Batch Number.
3. Update the Description.
4. Click Save.

Staff users with a Finance: 4 module authorization level or higher can delete a batch. Users with a Finance: 3 module authorization level can delete batches that they created.

Batches that do not contain transactions can be removed from your batch list. To delete a batch, the following must be true:

• The batch is empty, containing no transactions. The batch header will be deleted and the batch number will be released.
• The batch is an unposted accrual billing batch, containing only unposted accrual billing transactions. The batch header, all associated unposted transactions, and all associated billing log entries will be deleted, and the batch number will be released.
• All transactions in the posted batch have been posted and the system is not licensed for the GL Integration module. Only the batch header will be deleted; any associated posted transactions and all related entries will be preserved.
• All transactions in the posted batch have been exported to GL if the system is licensed for the GL Integration module. Only the batch header will be deleted; any associated posted transactions and all related entries will be preserved.

Do the following to delete a batch:

1. Go to Finance > Batches.
2. Search for a batch, then select the Batch Number.
3. If all the conditions previously mentioned are met, a Delete Batch button is displayed.



4. Click Delete.
5. Click OK.

The results grid displays a list of batches matching your search query. You can Export this list to one of the following file formats:

• Word (.doc)
• Excel (.xls)
• .pdf
• .csv
• .xml

The exported file only includes a list of the transactions and the information available in the Batches page search results. The exported file does not include the transaction’s details, for example, individual lines that comprise the transaction.

Note: If you are using a custom batch detail query that includes General Ledger account details in the exported file, you may need to take additional steps to view the data in Excel. For more information, see Viewing General Ledger data in Excel.

Exporting a list of transactions in a batch

You can export a list of transactions in each batch from the Batch window. Do the following:

1. Go to Finance > Batches.
2. Search for the batch, then select the Batch Number.
3. Click Export. The following details are included in the export:
   • Transaction Number
   • Bill To ID
   • Customer
   • Category
   • Transaction Date
   • Payment Method
   • Description
   • Summary Amount

You can generate several reports for your batches. Do the following:

1. Go to Finance > Batches.
2. Search for the batch, then select the Batch Number.
3. Click Run Report and select one of the following:



• (Membership billing batches only) Membership billing batch summary (prints the Membership Billing Batch Summary report): Provides a batch summary for accrual membership billing batches. Grouped by Batch Number, Member Type and Product Code, and includes only the following product types: DUES, CHAPT, SEC, SUB, VOL, and MISC.
• (Membership billing batches only) Membership billing batch detail (prints the Membership Billing Batch Detail report): Provides batch details for accrual membership billing batches. Grouped by Batch Number and Bill to ID, and includes only the following product types: DUES, CHAPT, SEC, SUB, VOL, and MISC.
• Transaction summary (prints the Batch Transaction Summary report): A summary batch that lists in sequential order one summary line for each transaction in the batch (similar to the summary that is listed in the view).
• Transaction summary by payment method (prints the Batch Transaction Summary by Payment Method report): This report assists in the reconciliation of bank accounts with sorting and summarizing the transactions by Cash GL Account and the payment method within the GL Account. The transactions in the batch that have no payments are sorted and summarized at the end of the report. The report has the following groupings and subtotals:
  • Broad category sorts and subtotals for Payment Transactions, Application of Open Credit, and Non-Payment transactions
  • Within the Payment broad category only:
    • High level sort and summary by Cash GL Account
    • Within Cash GL Account, intermediate sort and summary by payment method
  •  Sequentially by TRANS_NUMBER within each sort group
• Transaction details (prints the Batch Transaction Details report): Provides a header for each transaction and prints each detail line, showing the applicable debit or credit amount and any adjustment amount.

Note: Adjustment amounts only apply to cash dues payments.

The report also prints a transaction recap located at the end of the report. The recap lists a GL transaction summary (grouped for each transaction owner financial entity represented in the batch) and summarized by either GL Account or Pseudo Account.

• Transaction details by payment method (prints the Batch Transaction Details by Payment Method report): A detailed batch report, sorted and subtotaled by each unique combination of Cash GL Account and payment method. It is followed next by a section of application of open credit (if such transactions exist in the batch), and with all non-payment transactions sorted and grouped at the bottom of the report.