If you enter transactions in batches you can create batch templates to speed up data entry and allow the entry of more information associated with batched transactions.
⚠️Important:
Transaction Batch Entry is a Professional only feature. Essential subscribers, please contact us to find out more about upgrading.
Understand how Batched Templates work
A batch template will:
Set up default values for your batch to reduce the amount of data entry needed when adding items.
Optionally allow entry of:
split gifts - i.e. one payment can be split into up to 3 allocations.
up to two activities associated with a payment.
When you create a new batch in Batch Transactions, you can choose to base it on an existing template.
Access Batch Templates
Go to Financial, then select Batched Transactions.
Click the Batch Templates tab.
Select an existing template or click Add Batch to create a new one.
Add a New Template
Click Add Batch Template.
Enter a Template Name (e.g. Summer Appeal 2019 – Cheques).
Choose which elements to include in the batch:
Payment and allocation.
A second allocation.
A third allocation.
Gift Aid Declaration.
Activity.
Additional activity.
Configure each selected element based on your requirements.
Save the template.
Configure Payment and Allocation Settings
Set Financial Details
Complete the payment and allocation fields as required.
Decide whether users can change these values when adding items to the batch.
Notable Options
Transaction Date Received and Accounting Date
If you enter dates here, they are applied to all items in the batch.
If Can Change is enabled, users can override these dates.
If left blank, the Batch Date (set when creating the batch) will be used.
Allow Anonymous Donations
When set to Yes, only the payment and allocation are added for anonymous donations.
Gift Aid Declarations and Activities are excluded automatically.
Additional Allocations
You can include a second or third allocation when transactions contain multiple items,such as a ticket purchase plus merchandise.
Examples:
Allocation 1: Event ticket.
Allocation 2: T-shirt purchase.
Allocation 3: Donation add-on.
Add Gift Aid Declarations
You can define whether Gift Aid declarations are to be added. This element can be used as part of a financial transaction batch or as a standalone batch.
If you do not enter a Date Received within the Payment and Allocations section then the batch date will be used.
Add Activities
In this section, you can add an activity (and an additional activity if required), for example, the mailing of your annual report, or the booking of a speaker.
When adding activities via your template if you do not specify an activity date the batch date will be used.
Change Batch Templates
You can alter the defaults which you have set within a Batch Template, however, the changes you make to a batch template will not automatically change the existing items you have already added to batches:
In the Batch Template section, select the template you would like to amend.
Make your changes as required.
Click Save Changes.
If you:
Change any values in the template or add sections, such as allocations, Gift Aid declarations or activities in your batch template you should open existing items in open batches and check/edit them so they are as you want them
Remove sections, such as allocations, Gift Aid declarations or activities from your batch template you should open existing items in open batches, delete the item from the batch and then re-add it to the batch.