All contributions are entered in Roll Call through a batch. A batch is nothing more than a grouping of contributions. Typically, users will enter all the giving for a deposit in a batch. Because of the integration with Accounting, batches must be either Cash or Non-Cash. Cash contributions include all cash, checks, credit cards and ACH type transactions. Non-Cash batches contain property gifts, things that cannot be deposited into the bank.
To create a batch, do the following:
- Expand the Contributions menu on the left side bar.
- Click on Add A new Batch.
Enter the following information:
Batch Date This date will become the default for all contributions entered in this batch.
Description Enter a qualifying description of this batch. Especially if you will have multiple batches for the same day. Maybe this group of contributions is for the 9 a.m. service. You could enter “9 a.m. service” as the description.
Anonymous Cash Enter the amount of loose cash that was in the offering. This is cash that cannot be associated with any specific donor.
Cash Fund Enter the fund that the anonymous cash should be designated to.
Default Fund Enter the fund that you’d like all contributions in this batch to default to. This doesn’t mean that you can’t have other funds included in this batch. This is only used as a default. If the majority of the giving is for Tithes & Offerings… make “Tithes & Offerings” the default fund.
Batch Type Select Cash for batches that will contain cash, checks, credit card, online, ACH type contributions. Select Non-Cash for property or in-kind gifts.
Asset Fund This is the fund to map non-cash gifts to the appropriate asset fund in your accounting system.
Batch Control Count This field can be used as a control count for the number of entries expected in this batch. This field is not required, but by using it you may be able to catch any data entry errors. If the Batch Count and Batch Control Count do not match, they will be displayed in red.
Batch Control Total This field can be used as a control total for the amount expected in this batch. This field is not required, but by using it you may be able to catch any data entry errors. If the Batch Total and Batch Control Total do not match, they will be displayed in red.
To begin entering individual contributions, click on the plus sign in the lower left corner