Batch gift entry

Find it: Left nav → Gift batches · Who can use it: Staff with write access (Org Admins / CDOs and Development Associates). Board viewers and committee members don't have access.

What you'll see

The Gift batches list shows every batch you've started, with its Status (draft, committed, or voided), the number of Gifts, the Total, and the date Created. Click New batch to open a fresh grid. A batch stays a draft — fully editable, deletable — until you commit it; once committed it becomes permanent history.

Inside a batch you get two parts: a header for shared defaults, and the grid where you type the gifts.

How to set up a batch

1. Click New batch. The date defaults to today.
2. In the header, name the batch something you'll recognize later (e.g. Fri 7/18 cash box).
3. Set the shared defaults that most rows have in common — Default date, Default fund, and Default source (check, cash, card offline, stock, other). Any row left blank inherits these, so you only type what's different on each line.

How to enter gifts fast

The grid is built for speed — think of it like a spreadsheet.

1. In the Donor cell of each row, start typing a name, organization, or email. A dropdown appears with three kinds of match:
   • An existing donor — click their name to attach the gift to their record.
   • A brand-new donor — click Add new donor "…" to create them inline from what you typed (no need to leave the grid).
   • Unattributed cash — click Unattributed cash (no donor) for money you genuinely can't attribute, like loose bills in a collection plate. This records the dollars without inventing a fake donor.
2. Fill in the Amount, and a Date, Fund, Check #, or Notes only where they differ from the defaults.
3. Press Enter in the Amount, Date, Check #, or Notes cell to jump straight down to the same cell in the next row — and if you're on the last row, it adds a new one for you. In the Donor search box, Enter grabs the first match (or adds the new donor you typed). Or click Add row to add lines manually.

As you type, the footer keeps a running total, a count of gifts, how many are new donors, and how many are unattributed.

How to review and commit

1. Any row missing a donor, amount, or date is highlighted, and a banner tells you how many rows need fixing. You can't commit until they're clean — every gift needs a donor (or "unattributed"), an amount, and a date.
2. Decide whether to turn on Issue receipts on commit (see below).
3. Click Save draft any time to come back later, or Review & commit when you're done.
4. The confirmation box shows exactly what you're about to record — gifts, total, new donors created, unattributed cash, and whether receipts will be issued. Read it, then click Commit batch.

Issue receipts on commit

When this box is checked, committing the batch also generates a gift receipt for each attributed gift in one pass — so you don't have to issue them one by one afterward. Unattributed cash never gets a receipt (there's no donor to send it to). Leave it unchecked if you'd rather issue receipts later from each donor's profile. See Receipts.

Good to know

• Committed rows become normal gifts — identical to logging each one by hand. That means classification, tiering, the stewardship clock, and receipts all fire exactly as they would for an individually logged gift. Nothing about a gift is "second class" because it came in through a batch.
• Committing is permanent: the batch locks, donors are re-classified and re-tiered, and it's recorded in your batch history. You can't undo a commit from this screen.
• Only draft batches can be deleted. Committed batches stay as a permanent record of what you entered and when.
• New donors created inline start with no gift history beyond the gifts in this batch — their category and tier compute from those gifts, just like any donor you add manually.
• This is the fastest path for congregations with weekly cash collections — mosques, churches, temples — where entering gifts one at a time isn't practical. Unattributed cash keeps your totals honest without polluting your donor list with placeholder records.

See Also

• Donors
• Receipts