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 (e.g., "Gift 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 (e.g., cash or 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. If you click inside this space, you will be able to choose a date using the calendar display that appears.
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.
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 in order to link that contact with the transaction.
The plus sign icon 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 Create Contact dialogue box will display a form that you can fill out and submit to create a new contact.
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 selected Done and entered the first transaction, you'll see a running tally of the transactions you've entered into that batch at the bottom of the screen. You can now enter in another transaction with the default preset you designated at the beginning.
Select the Edit Transaction button located next to your finished transactions to change what you entered.