1. Select "Batch" and then "New Gift Batch" to create a new donations batch. Enter a batch number and description. 2. After saving, select the "Fields" tab and click "Load from Existing Batch". Type "TEMPLATE" in the batch number field to select a template for the donation type. 3. Enter donor information for new donors and save. Then enter donation details in the data entry grid and sort by fund. Validate and commit the batch to send the transmittal report to the financial department.

1. Entering New Donations in a Batch
1. Select “Batch” from the right hand menu
2. Select “New Gift Batch”
3. Use the following template to create a new batch
4. Enter the “Batch number” in the format below. Then enter
the “Batch description” which should be the type of donations
you are entering - for example, Personal checks
(BABJPMC2010).
*Enter a maximum of 24 checks for each batch
* Leave the rest of the fields blank

2. 5. After clicking Save, select the “Fields” tab and always click
“Load from Existing Batch”.

3. 6. Type the word TEMPLATE into the “Batch number” field and
click the “Find Now” button. Select the correct template for the
type of donations you are entering and click the “Open” button.

4. 7. You should now be back in the “Gift Batch Setup” window
Click Save and go to the “Defaults” tab and check to see if all
the fields you think you will need are there and change the
“GL Post Date” to today’s date.

5. 8. Click Save and then click the “Data Entry” button. You are
now in the Data Entry window and should be ready to proceed.
In the first cell, start entering a last name and then press tab.

6. 9. Either the window below will appear or the name will
automatically display in the cell.
• If you get this screen there are either multiple constituents with
the same last name or the person is a new donor.
• If you see the donor’s name, cross-reference the address and select
the donor and then click the Open button.
• If they are a new donor click the Add New Button.

7. 10. Right click on the far left of the row you are working on and
point your mouse to “Go To”, and then select the name you
just entered.
11. Now go to the new donor you just added and enter their
biographical information (incl. address &
addressee/salutation) in their record and save.

8. 12. Now you are ready to enter the donor’s donation
information in the data entry grid (some fields may already
be filled in).
13. After entering all the donation data go to the “Tools” menu
and select “Sort Batch” and sort the entries by Fund.
14. Now you will be ready to validate and commit the data.
Validating means that the program will check the data to
find any exceptions such as duplicates and other data entry
errors. “Validate” by clicking the folder with the checkmark.

9. 15. The Validate Batch screen appears. If the program did not
find any exceptions in the batch, it displays the message
“Validation complete. No exceptions have been found.”
When the program finds one or more exceptions in the
batch, it displays the message “Validation complete.
Exceptions have been found.”
16. If no exceptions have been found you can now commit the
data by clicking the green exclamation point.
17. The “Commit Gift Batch” window will pop up. Make sure
the “General” tab looks like this:

10. And the “Payments” tab looks like this:
18. Click the “Commit Now” button.

11. 19. Now the “Batch Commit Control Report” will appear.
This will be the transmittal that will be sent to our financial
department. Click the envelope icon to export the file as a
PDF to Robert’s Files on the G Drive. Click the printer icon
and print two copies.
20. Next, save the file as today’s date. If it is the 2nd or 3rd or 4th
transmittal of the day put that # in parenthesis.
Make copies of the
checks you just
entered and you
are done!