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Managing Batches

Batches are used to organize contributions by service time, fund, or type. You must create a batch when you use the Fellowship One Contributions check scanning application. You cannot scan a check until you have first created a batch. Additionally, if you are using Batch Credit Card ProcessingThe ability to process several credit card transactions together within a batch. This service is available if you have a payment gateway enabled., you have the ability to create a batch specifically for processing multiple credit card transactions together. See Batch Credit Card Processing for more information.

When entering contributions manually into Fellowship One (Giving > Contributions > Enter Contributions) you are given the option of applying a batch to the contribution. It is not required. However, if you are using the check scanning application, it is a good idea to create batches for manual entry as well. By applying batches when you manually enter a contribution, you will be able to run any of the many batch total reports to get a total by batch. If you choose not to use batches, you will need to run reports that list giving by a date range regardless of batch.

Adding a Batch

As mentioned previously, when in Fellowship One Contributions check scanning application, the first thing you must do is create a batch. In Fellowship One, this is just optional. However, if you determine that you want to use batches across the board, you can enter then in Fellowship One.

One consideration to make is your naming convention. It's a good idea to adopt a consistent naming pattern so that batches can easily be found later when using contributions search. Some examples of naming conventions are the following:

• initials of the person scanning-date-service time (example: 2013.01.06-tjc-11 AM)
• initials of the person scanning-date-batch number (example: 2013.01.06-tjc-01)

Tip! You can decide upon your own convention!

To add a batch for manual entry

1. Click Giving > Contributions > Batches. General Batches is the default choice. Click Add a new batch.
2. Type a Batch name.
3. Type the total amount of all contributions in the batch in the Batch amount field.
4. Optionally, if creating a credit card batch, select the This batch will be used to process credit cards check box. This check box will only appear if you have a payment gateway enabled. Selecting this check box enables new fields related to where to attribute the credit card payments. See Batch Credit Card Processing and Creating a Credit Card Batch for complete details.
5. Click Save batch. The batch appears in the search grid at the bottom of the form.

Searching for Batches

When you need to find batches, visit Giving > Contributions > Batches. All recent batches display. Click the magnifying glass icon to search for a particular batch.

Magnifying glass

You can search by any of the following:

• Name—type a name or partial name of the batch. If you have adopted a batch naming convention that includes the initials of a person who scans checks, you can quickly find all batches created by this person by typing the initials in the Name field.
• Amount—allows you to search for batches that contain or are between amounts. Type a start amount and end amount.
• Date range—allows you to type a range of dates to search within. These fields are automatically populated with the past three days when you enter the Batches form. You can clear the fields or adjust the dates as necessary to find the batches you want to work with.

Applying GL Post Dates

The GL Post Date allows you to tag contributions as to when they have been added to your general ledger. The main purposed of applying this date is to lock your contributions down. Once this date has been applied you can no longer open and edit the contributions from the Fellowship One Contributions check scanning application. Users who have access to Giving in Fellowship One can still go in and make changes if necessary.

To apply a GL Post Date to all contributions within a batch

1. Click Giving > Contributions > Batches. The Batches form appears.
2. Click the magnifying glass icon, modify the search filters and click Search. A list of matching batches appears.
3. Select the check box beside each batch you want to work with.
4. Click the actions gear at the bottom of the list and select Apply GL post date to contributions.
5. Type the date you want to use in the date field and click Apply.

All contributions within the selected batches now have this date applied to the GL Post date field.