Contribution Batches

A batch represents a collection of contributions that are grouped together. Typically this group would represent a series of contributions that were all given at the same time, such as "Sunday Morning" or "Sunday Morning 9:15 Service" on a given date. When adding a contribution, a batch is automatically opened and all subsequent entries are added to that batch. The batch will not be closed until you manually click the "Close Batch" button. After closing the batch, new entries will be added to a new batch.

How to Add a Batch

To add entries to a batch:

  1. Navigate to "More > Contributions."
  2. On the "Add Contribution" page, you'll see a batch number on the right. This is the batch any contributions will be added to.
  3. If the batch already has entries in it, you can click "Close Batch" to close the batch and add entries to a new batch number.

Note: To add entries to a pre-existing batch, on the "Add Contributions" screen click the batch number. From the dropdown list that appears, select the batch that you'd like to add contributions into. There is a limit to the number of batches that cna be created. The largest number batch that can be created is 2,147,483,657. Once this number is reached (generally from a Contribution import from a file) all batches will reflect this number moving forward, and all batches beyond this will be linked together since they can't move past this limit. To resolve this error, simply delete the batches and import a file with the correct batch numbers.

How to View a Batch

To view details for a given batch:

  1. Navigate to "More > Contributions."
  2. Click "Batches" on the left.
  3. Click the batch number corresponding to the batch you'd like to view.
  4. You will be shown a list of all contributions within that batch as well as summary information.

How to Close a Batch

To close a batch:

  1. Navigate to "More > Contributions."
  2. Ensure you're on the "Add Contributions" page.
  3. On the right of the page, beneath the batch number, click the "Close Batch" button.

Note: Batches will also automatically close when closing your browser window.  For example, you will have to quit Chrome, not just x out of the window for the batch to close. To re-open a batch to add more contributions, see change batch.

How to Change a Batch

There may be occasions where a batch is accidentally closed prematurely or you'd simply like to add a contribution(s) to a previous batch number. While you can change the batch number on contributions that were already submitted by editing the contribution, to add new contributions into a previous batch you can do the following:

  1. Navigate to "More > Contributions."
  2. Ensure you're on the "Add Contributions" page.
  3. Click the "Current Batch" number on the right of the screen. It will change to a drop-down menu.
  4. Use the drop-down menu to select the batch you'd like to enter contributions into.

Note: If contributions are accidentally added to the wrong batch, you will need to edit contributions individually to adjust the contributions to reflect the correct batch. At this time there is not a way to merge batches.

To change the name of a batch, simply navigate to the batch list (More<Contributions<Batches). Under the "Name" column in the batch line, click to enter name.

Online Giving Batches

The "Online (Date Range)" batches are created automatically within Breeze and cover a range of Sunday-Saturday. These online batches will open and close automatically. They will close at 12:00am UTC and then the next week online batch opens up. Forms with payments will also open and close batches automatically.

We do not recommend using batches to reconcile Breeze with your bank deposits. We recommend using the transfer report found in the online giving reporting to show you transfer totals and individual payments. Check out our resource on Reconciling Online Giving for our best practice here.

Editing the name on an online giving batch will cause Breeze to create a new online giving batch the next time an online gift is received in Breeze. It will have the same date range for that week ranging from Sunday - Saturday. 

Since batches automatically open on Sunday, if you enter contributions on Sunday, you'll want to ensure that you have refreshed your screen before adding new contributions, as the next batch you may be entering into may already be being used as the online giving batch. If you do get stuck entering in gifts into an online giving batch, simply close out the batch and move to the next batch number in sequence. Editing a contribution will help you change any gifts added to that batch by mistake.

How to Delete a Batch

Batches cannot be deleted after they have been opened.  Clicking the "x" to the right of the batch number will only delete the contributions in that batch.  If you need to remove a batch, the Breeze Best Practice is to move all the transactions out of that batch and to name the batch "closed for x reason" or something along those lines.

We do not allow for batches to be deleted as it creates an inconsistency within the batch numbers, as our batches count up in number (100, 101, 102, etc.). If a batch were to be deleted, it would disrupt the sequential order, therefore making reconciliation difficult.

To delete all of the contributions within a batch, click the X to the right of the batch. This will not delete the batch number, but will allow you to easily delete all contributions in the specific batch at a time.

Contribution batches do not start over each year but continue with the number sequence.

Internal Note: If a batch is deleted as described above, the contributions are not able to be recovered as we would expect in the "Restore" section. The action for "Batch Deleted" in the log will show you the data of what was deleted, yet no option to restore (despite the option to "Undo")

How to Print a Batch

If you need to print a batch, you can simply right click to print the batch with totals (and/or hide any additional details beforehand by using the column tab in the right corner to remove or add details). 

How to Edit a Batch Name

Editing a batch name can be done by simply clicking on the batch name.

How to Export a Batch

To download an Excel file of a Batch:   

  1. Navigate to "More > Contributions."
  2.  Click "Batches" on the left.
  3. Click the batch number corresponding to the batch you'd like to view. You will be shown a list of all contributions within that batch as well as summary information.
  4.  Click Download as Excel.

Note: The Excel file contains 3 sheets. Sheet one is the individual contributions. Sheet two is the Batch broken down by fund totals. Sheet three is the batch broken down by method totals.

 



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