Editing Batch

Cameron Jones

I recently stated using RE and have taken several classes, but have a problem.  We do bi-weekly payroll deductions.  I was left very good instructions on creating this batch every two weeks.  My problem is that when I create the batch I have constituents in here that no longer work for our institution.  How do I create the batch without them or what do I do in there constituent to stop their pledge that they will no longer be contributing to so that they don't come to the batch in the first place?

 

 

Melissa Graves 2

Cameron Jones:

I recently stated using RE and have taken several classes, but have a problem.  We do bi-weekly payroll deductions.  I was left very good instructions on creating this batch every two weeks.  My problem is that when I create the batch I have constituents in here that no longer work for our institution.  How do I create the batch without them or what do I do in there constituent to stop their pledge that they will no longer be contributing to so that they don't come to the batch in the first place?

 

 

Are you in the UK? you may want to add a signature to your profile so we can see where you are from and respond appropriately. I do not know the UK version at all but in the US version there are at least two ways to accomplish this so the answer depends on how you are processing your deductions.

Are you using a recurring batch? Or are you using the EFT module and pulling in the donors who give via this method from a recurring gift?

JoAnn Strommen

Cameron Jones:

I recently stated using RE and have taken several classes, but have a problem.  We do bi-weekly payroll deductions.  I was left very good instructions on creating this batch every two weeks.  My problem is that when I create the batch I have constituents in here that no longer work for our institution.  How do I create the batch without them or what do I do in there constituent to stop their pledge that they will no longer be contributing to so that they don't come to the batch in the first place?

 

 

Some of same questions as Melissa.  Are you creating a new batch every two weeks or using a recurring batch?  If creating it, are you using Tools > Automatically Generate transactions/payments? 

The biggest key to not pulling staff or for that matter donors who've cancelled pledge/recurring gift is to be sure their gift record is accurate.  When we have someone leave employment with a pledge balance we either adjust their pledge to the amount paid or write off the balance. When this is done, the constituent no longer will pull if you are generating payments. 

We do bi-weekly payroll deductions.  I use a recurring batch.  I have considered using the generate payments with a query of staff for records but it's not really going to change my batch and could pull in other payments if staff have a cash pledge.  I get the payroll deduction list from HR, open my recurring payroll deduction batch and just zip through it name by name.  I can remove those without a paycheck, some workers skip some payperiods, and add anyone who's back.  It's been a great double check with HR as mistakes happen with deductions not getting started or over running in their software but it shows as over payment in RE.  (Have to question FE and or staff knowledge of correctly entering pledge info in FE at times.) 

Works well as when I remove someone from batch and confirm with HR that they are no longer employed, I update their pledge info and can run their consolidated receipt.  On my list to do every month while address info is still somewhat current.  (It's surprising how many people don't give forwarding address to their employer!)