Batch Payment Processing

Payment Batches let staff group offline transactions — checks, cash, pledges — into a single batch for controlled data entry, balancing, and deposit. Batches enforce a workflow that ensures the number and amounts entered match what was physically received before transactions are finalized.

Batch Workflow

A Payment Batch moves through a defined lifecycle:

CREATED → OPENED → CLOSED
                 ↘ CANCELLED

Creating a Batch

1. Navigate to Transactions → Payment Batches and click Create
2. Select a Batch Type — this determines which transaction types and payment methods are valid for the batch
3. Enter batch metadata:

1. Save — the batch is created in Created status with an auto-generated Instance ID

Batch Lines

Each batch has one or more Batch Lines determined by the Batch Type. Lines represent categories of transactions within the batch — for example, “Credit Card Donations” and “Check Pledges” might be separate lines.

Each line tracks three sets of totals:

The batch can only be closed when Corrected = Entered for both pledge and payment amounts.

Opening a Batch

Click Open to move the batch to processing. This:

• Copies Recorded totals to Corrected totals for each line
• Records who opened the batch and when
• Enables transaction entry

Entering Transactions

With the batch open, import or manually create transactions:

• Import — use the Import button to bulk-import transactions from a spreadsheet
• Manual entry — create individual transactions from the Purchase Orders tab

Each transaction is automatically associated with the batch and its amounts contribute to the Entered totals.

Assigning a Batch

The user who opened the batch can Assign it to another user for data entry. Assignment resets Corrected values to Recorded values, giving the assignee a fresh starting point.

Preparing a Deposit

For batches containing received payments, click Prepare Deposit to create a deposit transaction that represents the bank deposit. The deposit amount must match the batch’s bankable amount for the batch to close.

Closing a Batch

Click Close to finalize. The system validates:

1. Pledge balance — corrected pledge amount equals entered pledge amount
2. Payment balance — corrected payment amount equals entered payment amount
3. Bankable balance — if a deposit exists, its amount matches the bankable total

On successful close:

• All transactions in the batch are set to Active status
• The order received date is set from the deposit or batch received date
• The batch is locked from further editing

Cancelling a Batch

Click Cancel to void the batch. All transactions in the batch are marked as Deleted and removed from the batch.

! Cancellation is irreversible. Deleted transactions cannot be recovered from a cancelled batch.

Batch Types

Batch Types are master data records that define the structure of a batch. Each Batch Type specifies:

• Valid Transaction Types — which transaction types can appear in the batch
• Line Types — the categories of transactions tracked separately within the batch

Line Types further specify:

• Campaign Type — optional filter by campaign type
• Payment Methods — which payment methods are valid for that line

Permissions