Batch Gift Entry will help you process gift entries in a group at once. You can also customise the number of gift counts and batch value of your batch entry. However, please note that you must enter gift entries with the same payment method.
In the Gift Batch, select an Unprocessed Gift Batch or create a Gift Batch.
Create a Gift Batch
To create a New Gift Batch, click the New button and New Gift Batch form will display.
Select the payment method that the gift entries will be using. You can also set the Estimated Gift Count and Estimated Batch Value and tick the Total Gift Value Match to see if the value that you’ve set and the gift entries that you’ve submitted match. Afterwards, click Save and a new batch is created.
Please note that Estimated Gift Account and the Estimated Batch Value is not required. It’s on you if you would like to set those.
After creating, the Gift Batch looks like this.
For Estimated Gift Batch and Estimated Batch Value, a value will display only if you set it upon creating the batch.
Total Gift Count displays the number of gift entries that you’ve entered in the batch.
Total Batch Value displays the total amount of gift entries entered in the batch.
Processed Gift Account displays the number of Gift Entries that was successfully processed.
Failed Gift Count displays the number of Gift Entries that is failed and was not processed.
Adding Gift Entries
To add Gift Entries, click the New Entry button and the form will display.
The details that you’ve upon creating the Gift Batch will display at the top, like Payment Method and etc.
Gift Information Details
In Set Gift Information, fill in the necessary fields, there will no Payment Method since you already set it in the Gift Batch.
For the barcode, input the donor's barcode. This barcode can be found in the donor’s Campaign Member details.
The Donor is an auto-populated field once a barcode is entered or once a donor is searched in the Search field.
In the Gift Received Date field, select the date when the gift is received. You can set it on current date or future dates.
Select Donation Type:
For one-time donations select One-off.
For recurring donations select Recurring
When Recurring is selected as the Donation Type, the Start Date, Transaction Period, Transaction Interval, Transaction Day and End Date fields will display.
For Gift Amount, input the amount the donor would like to donate.
For Gift Type, is an auto-populated field once a barcode is entered or a donor is searched and entered in the Search field.
o Individual, if the donor is a person account.
o Organisational, if the donor is an organization account.
Outreach Source Code is auto-populated once a barcode is inputted. It is based on the Campaign’s Default Source Code ONLY if the Campaign record is a Fundraising Campaign.
Campaign is also an auto-populated field and it is connected to Outreach Source Code.
Set as Default, tick this checkbox to use these gift entry values as defaults for other entries within this batch. Please note that the fields displayed on this page are determined by the selected template.
Add or Edit Donor Details
Under the Add or Edit Donor Details section, these fields are auto-populated once an Account is entered in the Donor field. If some of the information is missing, please fill it out otherwise it will not proceed to the next process.
Set Receipt Information Section
o Choose the preferred Receipt Channel for the donor to receive their receipt. It could take place through the use of Email or SMS.
o The Receipt Template field on the Set Receipt Information section is populated based on the Default Receipt Template field value of the selected Outreach Source Code record.
Payment Information Details
Just like in processing individual gift entries, the payment information is applicable only to specific Payment Methods.
Credit Card
When the the Unrequire CVC in Batch Gift Entry is TRUE then the CVC field will be hidden otherwise if FALSE the CVC field will display.
After filling in the required information in the Payment Information, click Save Payment Details and a message will display that states that the details are tokenized.
If you set an Estimated Batch Value and it’s already reached the maximum value that you’ve set a message will display if you try to add more gift entries.
Processing the Batch Entry
Once everything is finished, click Process Batch and a message will appear if successful. For every gift entry in the batch, it will also create a Gift Transaction (for One-time donations) and Gift Commitments (for Recurring donations).
Afterwards, refresh the page and the Processed Gift Count will be updated and if there are failed processes the Failed Gift Count will be updated.
After everything, the gift entries are not actually processed, you can check it by looking at the Gift Transaction/Gift Commitment details. Important to check the Payment Information, the Status is Unpaid and the Transaction Completion Date is empty. Also, check the Payment Ready if it's ticked, a scheduler will create a Stripe invoice when the schedule runs.
Once the transaction is processed successfully the Gift Transaction details will be updated, where:
Status = Paid
Transaction Completed Date = displays the date when the transaction completed
