To understand how contributions are recorded, you need to understand contribution batches.
Contribution Batches
A contribution batch is a collection of contributions that are grouped together. A batch would typically represent a series of contributions given at the same time on a given date. For example, contributions collected on a particular Sunday morning. Each batch would have a name to uniquely identify it. The system will suggest a name for you but you are free to change it.Each contribution received would have to be associated with a batch. A batch would have to be manually closed (Posted in ChurchOffice Terms) to prevent any addition. SMS acknowledgements are only sent when a batch is posted.
Add Batch
To add a batch:
- Navigate to “Drop container > Finance”
- On the “Funds” page, click on the contribution fund you want to add the new batch.
- On the list of batches page, Click on “Add Batch” button.
- Fill in the details as required.
- Name: The unique name used to identify this batch
- Click on “Ok” to save the batch.
View Batch
To view details for a given batch:
- Navigate to “Drop container > Finance”
- On the “Funds” page, click on the contribution fund the batch is part of.
- Click the batch name corresponding to the batch you would like to view the details.
- You will be shown a list of all contributions within that batch as well as summary information.
Post Batch (Close Batch)
To close a batch:
- Follow the procedure in View Batch
- On the list of all contributions page, click on “Post Batch” button
- Select the date the posting is being done.
- Click “OK” to post the batch
Change Batch
Once a batch is closed, you cannot make changes to it. There are occasions one would like to make changes to it due to wrong entry of contribution details.
- Follow the procedure in View Batch
- On the list of contributions page, click on “Unpost Batch” button to make changes to a batch. The batch is now ready for changes to be made.
Add Contributtions to a batch
To add a new contribution:
- Navigate to “Drop container > Finance”
- On the “Funds” page, click on the fund the batch is part of.
- Click the batch name corresponding to the batch you would like to view the details.
- On the list of contributions page, click on “Add Contribution” button
- Fill the form as required
- Start typing the person’s name or member’ id (envelope number)
- Select the Month the tithe is being paid
- Select the Year the tithe is being paid
- Enter the Amount being paid
- Select the Date the tithe was paid
- Select the payment type. Some payment types would reveal more fields for you to enter associated details
- Click “Ok” button to add the contribution