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:
- Click the Select batch button.
- Select one of the following:
- Default – This is the default batch determined by the Default batch selection setting (Settings > Finance > General). 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. Deselect the checkbox to stop using that date.
- Add new – Select the create a new batch. You can create a new batch. When selected, the Create batch window provides the following options:
- Enter an optional Transaction date and Description for the new batch.
- 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.
Note: You cannot use the 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.
- The batch is selected until a new one is chosen. All transactions the staff user performs are placed into the selected batch.
Note: If the batch selection window is empty and there are no batches to choose from, ensure you have the appropriate permissions. Only staff users with a Finance: 3 module authorization or higher can create and manage batches. Additionally, the MANAGER account cannot create manual batches. When using the MANAGER account, the default batch is always selected. As a reminder, the MANAGER account should never be used to process transactions.
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.
