Batch Input and General Ledger
Once funds get in the door, you’re challenged to record the gift – and this is where Batch Input shines. Here’s some highlights to the tool:
1. A user defines a Batch Header to group one or more transactions, giving it a name, count, and amount.
2. Each transaction gets keyed, indicating the donor, triggering source code, amount, and payment method.
3. Optionally, each transaction can stack more information on top: was the gift in tribute of someone? Paying for a gift membership? Do you want to keep track of the check number, or other transaction specific identification information? Does this gift trigger a premium to be sent?
4. Assuming the total amount of the transactions match the Batch Header, the batch can be finalized, and further changes are fully auditable.
5. Once finalized, other events might get triggered – a payment might get charged, a pledge of future payments defined, event tickets assigned, a grant proposal paid down, or an acknowledgement be queued up.
Different batch types tackle different scenarios: reversals and refunds undo payment batches while recording the reversal took place; corrections act like reversals, but replace the transaction with a payment. Certain types of batches charge a payment method on file directly, rather than just noting that money was received, and some might also record a donor’s expected schedule of expected future gifts.
A minor update that also has big impact on folks who work with financial reconciliation: the application displays the General Ledger value in many more places (including all of these different batch types).