This article explains the different fields and how to enter in multiple transactions quickly and efficiently when creating a new transaction batch.
Creating a new transaction batch is great for entering a handful of donations that were given under similar circumstances or given for a similar reason. Perhaps you organized an event and took check donations from dozens of people. Creating a new transaction batch allows you to efficiently enter all those checks with the same preset defaults, such as date and Campaign.
The defaults you set will become presets for all transactions you enter in the bottom half of the page.
|Note: Items can be overridden per transaction as you enter them, but the goal of a transaction batch is to have consistent presets for all donations, making it a speedy entry.|
This labels the current batch to differentiate from others.
Select the campaign the transaction batch will default to.
This is best utilized when all transactions in the batch are of one type (cash, check).
This will be associated with all transactions you enter.
Example: "These checks were collected by the Sea Turtle mascot."
Ideally, all transactions in a batch should have been received on the same date. Clicking in this space will open a calendar, from which you can click on a date.
Non Tax-Deduct Amount
This is the amount per transaction that you're declaring not tax-deductible.
Example: in the case of a purchased good, the cost of the good is not tax-deductible, so the amount you'd enter here would be the base cost of producing the good.
If you're an org that uses multiple Chapters, you can select which Chapter to funnel these transactions into. Learn more about Chapters here.
Adding a transaction
You'll see all the info you entered in the first step already preloaded into this form. Start filling out the remaining information to complete this transaction.
As you enter in a contact's name, a list will populate below with suggested matches. Once you type in enough to show the name you're trying to link, click on the name that appears to link that contact with the transaction.
The plus sign next to the contact field is for entering a new contact. If you've typed in that person's name and a suggested match doesn't show, this is a good time to enter in that contact's info into your database. After clicking the plus sign, a New Contact dialogue box will display a form, which you can fill out and submit to create a new contact.
Chapter, Campaign, Transaction Type, Date, Non Tax-Deduct, Note
All of these (mentioned in the first section of this article) can be manipulated per transaction. Example: 13 of your 16 donations were given in check, but 3 were given in cash.
If you want to give a specific designation within a Campaign for that transaction.
Enter in the amount of that gift (you don't need to enter any currency signs).
Select if the donor gave to a specific Cause. Learn more about Causes here.
Select if the donor gave to support a Team Member of a Cause.
Designate a non-cash gift that can sum up to the total you put in Amount.
Adding more transactions
After you've hit Done and entered the first transaction, you'll see at the bottom of the screen a running tally of transactions you've entered into that batch. You can now enter in another transaction with the default preset you designated at the beginning.
Select Edit Transaction next to finished transactions to change what you entered.