Cannot globally change all fields in batch

Veronica Ramos 2

I process payroll deductions which are sent to me on one check.  I have to batch the individual gifts to each const record and each month I have to manually change the check number in over 400 rows in the batch because RE won't let me globally change that column.  Does anyone have any solutions or know why not every field can be globally changed?

Michael Langley

Hi Veronica,


What I would do as a work around is leave the check number field blank and then add it to the entire batch globally.  It should work under Globally Change Records.  

Nicole S

In the batch, if you select the default pay method to check, you shoud be able to also put in a default check number.  This won't really help you global change the check number for rows that are already entered, but it should set you up to have it pre-fill that info properly from the beginning next time.  Although, this won't really help if you are using a recurring batch because those rows will aready be in the batch and defaults will only apply to new rows; it won't change info on rows that were already there.


Michael's suggestion should work for gifts that are already in RE.  Just be sure to use the right query -- prefereably one created when you committed the batch.

JoAnn Strommen

I think Michael's suggestion to do a global add of check # to the batch query would work pretty easily.


Just wondering, do you use a recurring batch then for your payroll?  I switched from a recurring batch to an empty batch and using Tools > Auto generate payments function.  If you entered check # in the new batch set up it should default for you.  (There are posts you can search for on payroll - I listed why I like it better than recurring batch.)  Just a thought....

Candace Chesler

Veronica - is it essential to your business operations that the check number be on the records of these gifts?  

I use check number as a reference point to help me with bank reconciliation or if a check bounces.  But 98% of the time - check number is not an essential field for me.  Since this is a group of gifts from payroll deduction - I'm wondering WHY the check number is required?    What would happen if these gifts didn't have a check number?


 

Veronica Ramos 2

Yes, we use a recurring batch for the payroll.  I just started in this position and it was already set up.  We receive one internal check from our payroll department for all deductions.  And I was surprised that I had to manually change the check number on over 400 rows.  Because global change works for some fields, but not all.  Don't know why. I can commit the batch and then globally change the records using a query, but as of now, I don't even have "Admin" function so don't know if they'll allow me to use it.  What I may do is see if payroll will start doing a transfer instead of issue a check. But I'm going to look into JoAnn's suggestion of switching to an empty batch each time.  The default row only works if you are entering a new row. 

Gracie Schild

Hi - I think there's a slightly easier way to do it.  I do my payroll deduction batch as a recurring batch, too.  I think it's the only sensible way to do it.  In my case I only have about 10 lines, so each time I change the date and the reference on the Defaults, go to data entry and F2 in the date column for each person (very quick - just F2, down arrow, F2 down arrow and so on) and then the same in the reference column.  If you take Michael's suggestion and leave the check number blank, then each time you run the batch, you can use the static query of gifts to do a global add of the check number, rather than "F2ing" all the way down through 400 records (generous employees you've got there!).


Just saw the other post about switching to a transfer - that's how we get ours, so the pay-method and realted information is entirely uniportant.  I agree with the lady who said "why enter it?". If you have some kind of form or transmittal, or can just add the check number into the description of the saved query of gifts, do you really need it on every record?  As long as you can find it again when you need it, that's all that counts.

Veronica Ramos 2

Candace Chesler:

Veronica - is it essential to your business operations that the check number be on the records of these gifts?  

I use check number as a reference point to help me with bank reconciliation or if a check bounces.  But 98% of the time - check number is not an essential field for me.  Since this is a group of gifts from payroll deduction - I'm wondering WHY the check number is required?    What would happen if these gifts didn't have a check number?


I'm looking into that as well.  But, like I said, I'm new...trying not to rock the boat too much so to speak. lol


 

 

Veronica Ramos 2

Gracie Schild:

Hi - I think there's a slightly easier way to do it.  I do my payroll deduction batch as a recurring batch, too.  I think it's the only sensible way to do it.  In my case I only have about 10 lines, so each time I change the date and the reference on the Defaults, go to data entry and F2 in the date column for each person (very quick - just F2, down arrow, F2 down arrow and so on) and then the same in the reference column.  If you take Michael's suggestion and leave the check number blank, then each time you run the batch, you can use the static query of gifts to do a global add of the check number, rather than "F2ing" all the way down through 400 records (generous employees you've got there!).


It's a university...over 1,400 employees.  I'm going to try that too.  Thanks for the suggestion.

 

Christine Cooke 2

Darn it!  I know there is a way to change a column of info when the batch is open and not committed.  I have done it before but it was a very, very long time ago....

JoAnn Strommen

Yes, as original post says, some fields can be globally changed in a batch (Tools > Global change).  Check # is not one of them.


Tabbing F2 through 400 lines every payroll would be a pain.  I don't know that I'd do it for the 100+ I have.


Veronica, if you can't find earlier posts, send me a private message and I'll tell you how new batch as worked for us.

Veronica Ramos 2

Thank you JoAnn.  I will message you soon.  First, I have to tackle payroll!  lol

Catherine Burns

Global change is probably your best option. Even the global changes that are available don't always work - see https://community.blackbaud.com/forums/viewtopic/157/26069?post_id=92980#p92980 for an error at the moment with globally changing the amount in a batch.