Gift Entry - to batch or not to batch
Comments
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We use batch for all like you currently do. We like have the batch paperwork for tracking when needed. Quick confirmation for CDO that gifts were entered into RE. For us, makes acknowledging/receipting by batch easy. As the person who does the gift entry I think it is much more efficient and time saving to enter by batch.
Why are you looking at entering them individually? Are you gaining something? To me there would be more chances for incomplete data entry and it would require a lot to manually track.
IMO5 -
The only time we enter gifts manually are:
1.) Entering a pledge (we don't typically do a lot of similar pledges at once - mostly it's major gift solicitors entering pledges and actions at the same time)
2.) Fixing one-off errors, like where one gift was put on the wrong record, but you can't do a merge because there are other gifts on each record that were entered correctly.
3.) Entering new planned gifts (not payments on a planned gift, but when someone announces to us that we are in their Will, the person in charge of that program just enters it as a one-off)
All other gifts go through the batch system. We have several batch templates that we use, and by relying on the batch system with templates we reduce data entry error by a LOT. Also, even if you only have one gift in a batch, there are fewer clicks involved with batch entry than manual gift entry, at least if you're doing it right.
I would ask the same thing JoAnn asked: what would you gain by avoiding batch entry for most gifts? Is there a specifc problem you're trying to avoid? If so, tell us what it is because maybe there's a better solution.7 -
The three orgs I've worked for do mostly manual gift entry directly on the records. Only when there are large numbers of similar gifts did we use Batch. The last job, I did all of the gift entry myself, and all of the reporting, etc. I often found other data that needed to be updated at the same time and it was generally more efficient to just open the record directly rather than opening from within a Batch. I did use Default Sets quite a bit, on Constituent and Gift records, which helped speed data entry. In some cases, I referenced previous gifts to ensure that this year's was consistent. (This is also what I recommended when training an admin to take over gift entry when I left.) Also, at my last job, I used the Receipt Date field to store the Deposit Date, so it was easy to locate transactions when looking at finance records, which were always entered by deposit date (not FE, not integrated).4
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We track everything through Batch -- gifts, pledges, pledge payments etc. Though, seeing you mention "similar gifts" as e.g. Direct Mail responses I kinda went hmmm, interesting. We batch by how the gift is being fulfilled (check/cash, credit card on site, credit card through online/website, EFTs, pledges, GIK)Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.
The batching helps with filing and reference when it comes to reconciliation and audit. Anyone can easily open the files and see what the system for reference is without any explanation. And by batching everything, there is no confusion as to what qualifies as batch and what does not.6 -
We always batch and I've set up batch templates to make this process quick. We match our batch total with the deposit and this makes reconciling with our finance department easy.
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Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.We use batch, mainly because we use a fair number of attributes and the gift code, and it is easier to just zip across the row (and it is less likely that something will be missed/forgotten). We don't save our batches, so there isn't a lot of going back to review them, but the batch is used to create a separate deposit report for Finance (to which we add receivables--and that report is saved). Having previously entered each gift individually, I find the batch simpler and more accurate.
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95% of the time we use gift batches
The exception is usually setting up a pledge gift3 -
Jen, thank you for your response. I figured someone had to be doing it this way. Except when one is batching several of the same type of gifts with the same campaign, fund and appeal - my experience is that to be in the record is the better option for exactly the reasons you've stated. So you only track the manual gift entry via the date in the receipt date field, not through gift attributes or some other field? Also, once you lost that field to the deposit date, have you ever needed to refer to the actual date a receipt was generated?0
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Peggy Vidya:
Jen, thank you for your response. I figured someone had to be doing it this way. Except when one is batching several of the same type of gifts with the same campaign, fund and appeal - my experience is that to be in the record is the better option for exactly the reasons you've stated. So you only track the manual gift entry via the date in the receipt date field, not through gift attributes or some other field? Also, once you lost that field to the deposit date, have you ever needed to refer to the actual date a receipt was generated?The receipt of the gift is included in the acknowledgement letter, which is tracked with the Ack fields, so there's no need to duplicate that data. You could use an Attribute, but you can't see an Attribute as a column on the Gifts Tab. I do highly recommend using Gift Default Sets to speed entry, even if it's just which Attributes you need to include. And if you link your CFA records and mark defaults there, you can skip right to the Appeal Field, enter the Appeal, and it will fill in Cpgn and Fund defaults (which can be edited when necessary).
It really does depend on the volume of gifts being entered and the number of people doing gift entry. I can see the benefits of Batch entry, and managed some of that at a previous org for membership gifts.
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We use batches for almost all gifts - it makes it easier to locate the gift records later down the road, and to reoncile with FE. I suppose if your Development department did not keep paper copies (leaving that to Finance) it might not matter so much. But I find that it speeds things up considerably.
We do enter individual gifts for things like pledges, recurring gift pledges, gift corrections that require deleting and re-entering, and occasionally in-kind gifts since Finance doesn't track those the same anyway.1 -
Peggy Vidya:
Jen, thank you for your response. I figured someone had to be doing it this way. Except when one is batching several of the same type of gifts with the same campaign, fund and appeal - my experience is that to be in the record is the better option for exactly the reasons you've stated. So you only track the manual gift entry via the date in the receipt date field, not through gift attributes or some other field? Also, once you lost that field to the deposit date, have you ever needed to refer to the actual date a receipt was generated?Peggy, I'm still curious why you obviously see individually as better option. You probably have very valid reasons. The need to open and update other info doesn't happen very often for me. I have the constituent info at the side of the batch so can quickly see if there were a change in address etc. Yes, we're a smaller org - I'd be even more hesitant to do individual at a large org with multiple users. Mistakes can happen.
While batches with defaults work well for entering like gifts/pledges I can honestly say I pretty much pile all the gifts/pledges needing entry that day in one batch. Not hard to enter appeal/fund individually or change the default. My batches often have gifts/pledges to at least 3 or 4 funds.
So, try it individually and if it doesn't work well, no harm, no foul. Just go back to batch entry.
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Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.We only enter gifts through Batch. The reasons everyone else mentions about easier to file and track, and even enter are good ones, but the #1 reason we enter all gifts by batch is that we require one person to enter the gifts into the batch and a different person must commit the batch. This is a financial control, in addition to that the 2 people that open and log the mail are not the persons who do gift entry or make deposits. Each gift is tracked through the mail log, through batch and through deposit so that we can't have one person handling it all from start to finish and create a situation where they will be tempted to misdirect money into their own bank account. It's not that we don't trust employees, but our auditors insist we handle gifts this way to never put anyone at risk of being suspected, accused, tempted or actually guilty of fraud.
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Hi - I'm with the batchers. When I started here, my predecessor had done all the entry one at a time. When I started delving deeper and getting training, I realized how ridiculously slow it was and how prone to error. We too have several "Master" batches that we "load". Our gifts are grouped into similar batches - all the museum memberships in one, all the gifts to the college directly in another, regular gifts in kind and gala (auction) gifts in kind each with their own, and all the rest in the Foundatrion template. When I do the transfer from the Foundation to the College, that goes lickety split since everything is the same except the Fund ID and the amount. The main reason I like it is that I have lots of defaults built in and hidden - the down side of that is when a gift IS entered singly, lots of things get missed. An example would be the Gift Attribute "Transfer Code" not added to a one-off, so the gift doesn't get pulled into the Transfer List that I run to move the money from the Foundation to the College - and it's out there in limbo until I see it on a dashboard or report.
One of the big advantages is in the bookkeeping. Our Foundation books are done in QuickBooks, and the deposited checks are all done by remote capture - one deposit for one batch. It makes the reconcilliation MUCH easier, and also makes it easier to catch errors or anomalies. Also, the record keeping is more complete since we save (electronically) a copy of the validation report. Our principle data entry person was going back and checking addresses one at a time after the batch was committed until I showed her how to see them on the batch screen. Now she doesn't have to open every record. We also do our acknowledgement letters using batch, and the work-study attaches the media by clicking through the batch to the record. I do put in pledges and recurring gifts (not the pay-cash) as one-offs sometimes, and since there's no cash involved that is fine, but we ONLY have our letters set up in Mail and not in Letters, so if you want to do an ack letter for a one-off, you have to copy and paste from someone else's letter. So it's ALWAYS better to do gifts in batch!5 -
My office has to batch in order to mesh with how our Accounting team works. However, I think we would enter via batch regardless. There's less chance for errors. We do enter recurring gift setups and initial pledges through the gift tab, but even in that small amount of data entry, fields get missed or incorrectly filled in. We also find it takes less time entering gifts through the batch since we have templates set up and then can use defaults as well.
So, I'm with Joann, (I think) in asking what do you see as a benefit to entering gifts through the gift tab of the record? I don't see that got answered anywhere yet, and I too am curious.0 -
I'm curious too about why you wouldn't use batch. It makes entering gifts easy and so much easier to balance with bank deposits. I also use constituent batch frequently. I have templates set up for different constituencies and it works really well.0
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We still have to input the membership info for each constituent record that is renewing or adding a membership. Am I missing something in the batch system? Also, we have to individually correct addresses when the field needing corrected is not on the address panel. Is there a way to add fields to that address/bio panel?Karen Stuhlfeier:
I'm curious too about why you wouldn't use batch. It makes entering gifts easy and so much easier to balance with bank deposits. I also use constituent batch frequently. I have templates set up for different constituencies and it works really well.
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Joan Maske:
We still have to input the membership info for each constituent record that is renewing or adding a membership. Am I missing something in the batch system? Also, we have to individually correct addresses when the field needing corrected is not on the address panel. Is there a way to add fields to that address/bio panel?Karen Stuhlfeier:
I'm curious too about why you wouldn't use batch. It makes entering gifts easy and so much easier to balance with bank deposits. I also use constituent batch frequently. I have templates set up for different constituencies and it works really well.
One of the buttons up in the toolbar, when you're in batch, allows for applying that gift to memberships, and opens up everything I've ever needed for my memberships. Check it out. I don't have RE open at the moment, but memory says the button looks like blue chain links? For your second question, yes there is because I have done alterations to mine. Go back to your View menu, choose Constituent Window and see what pops up for your options.
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Hi - I just read back down this thread and saw that no one spent much time talking about Membership entry in Batch. We couldn't live without that because a different office (at our museum rather than on campus) produces the acknowledgement letters, labels for the oversized envelopes, and Membership Cards. All that is done by pulling the batch into various Mail functions.A trick I learned off the Community was to have gifts turn pink in the Batch when they have been linked to Memberships. That way the gift entry person can see at a glance if she forgot to link the gift. The tricky part is to remember that there are two things going on - entering a gift and updating (or adding) a Membership.
The ability to use Batch in other areas, especially Mail, is one of the main reasons we use it. It's just faster, more efficient, makes other processes work better, and is more accountable. I'm a huge fan, even taught a quicky seminar for the local RE Users Group on Batch. If the tool is there, why not use it?
Gracie3 -
In case you might have time to share –
Apparently I am missing something. When
I input in batch, I am not seeing how to link to a
membership. Also, I often have additional bio information to
add or correct that is not on the side bar panel so there is no
where to input. This all means I still have to go back and
pull up each record individually to fix membership and Bio info
anyway, so why bother to batch? From your note, I must be
missing some functionality. Any info you care to share will be
greatly appreciated.Thanks for your thoughtful note on the
string.Joan
Maske
Administrative
AssistantHoover Presidential
Foundation
319-643-5327
JMaske@hooverpf.org0 -
Hi there - the two things you're missing are both in the little icon tool bar at the top. The hand holding a ticket is the link to membership. I advise you to put the dollar amount in the batch before linking, and if you have a business rule that pops up a message "Constituent has a Membership - do you want to link?" (something like that...) say no and continue to add your data. I always did the link after I'd entered all the gift info (amount, payment info). The master batch I "load" already has the Membership fund and campaign as defaults. The "turn it pink" trick that I learned here in the Community, involves right-clicking in the white space of the batch and changing the color in Ledgend.
The other question about changing more than what appears in the right-hand column is even simpler. When you've got the constituent filled in, you can access the full record by hitting the little blue (looks black to me) arrow to the right of the hand with the ticket. That takes you to the constituent record. When you Save and Close, you are right back in the Batch. When adding a new constituent through batch, you can't add the spouse until the record has been saved. I usually go right back to it with the little arrow. I also don't do any changes in the constituent panel in Batch - I always go to the full record because there are so many other things to do (end date for old address and uncheck send mail, etc.). We don't change any addresses from Bio1 anyway - always from Addresses.
Hope that helps!
Gracie3 -
Hey Gracie
That little idea about changing the colour is gold! Unfortunately, I cannot see the 'linked to recurring gift' option. As that is more important for us, do you know a way to change it if it's linked to a recurring gift?
-Andrew0 -
Good morning, Gracie!
Thank you SO MUCH for your detailed response
to my batch questions!! I have had a chance to try them out and it
makes all the difference to follow your protocol for inputting by
batch!!Thanks again, and have a great day!!
Joan
Maske
Administrative
AssistantHoover Presidential
Foundation
319-643-5327
JMaske@hooverpf.org1 -
Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.When I started this job they did gift entry directly into the record. I did that for the first 6 months and then after going to a training at Blackbaud, I started batching. I find it much quicker in batch. I have templates set up and I can set certain fields so it is much quicker. You can set up the constituent fields to display on the side so you can quickly scan address, etc based on what you want to see. I save so much time now that I batch.
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A question related to batching - just a few weeks ago I was able to right click on any of the RE lists/grids screens (the batch list, for instance) and have a choice of "Export to Excel" show up that I could left click and get an excel spreadsheet of the list/grid to copy easily into my excel on my desktop. Now I get a message "Error opening export: External table is not in the expected format." This is causing me to have to retype these lists/grids for other uses. It saved SO MUCH TIME from having to run a query and go through the File Transfer steps. Anyone have any ideas? Is it a
Blackbaud change or perhaps our cloud/server providers?0 -
Had similar areas taking other data from RE. Issue was caused by Microsoft update. Work around for us was to change export type to csv file instead of excel.1
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Thanks, JoAnn. We are hosted by
Blackbaud and for some reason the only choice I get is to save it
as a csv to the BB Transfer file which actually, literally takes
3-4 minutes to open each time. Hence, my extreme disappointment at
not being able to use the Export to Excel choice.Joan
Maske
Administrative
AssistantHoover Presidential
Foundation
319-643-5327
JMaske@hooverpf.org0 -
You may find a post on this very similar thread from earlier this week helpful.
https://community.blackbaud.com/forums/viewtopic/157/378131 -
Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.I only use Batch for large gifts for the same appeal. I almost always use the individual record because I may only receive 3-5 gifts a day. I have found using the "Load Defaults from" on the Gift tab is the quickest way to go for these miscellaneous donations. I can setup as many defaults as I want. Choose New Gift, Gift Tab, Load Defaults from...., at this point you can choose the default or setup a new one. Just make sure "Load Default Values now" is checked off on the bottom of the screen or they won't load. It's like doing a gift batch....only you are doing it on the individual record. Hope that helps....dstavalo@donovancatholic.org
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Joanne Felci:
95% of the time we use gift batches
The exception is usually setting up a pledge giftWe use batch for pledges and all gift entry and manual only for setting up recurring gifts.
0 -
Peggy Vidya:
Does anyone out there enter gifts through the gift tab of the record itself? We do go through RE Batch for every gift at this point, but I'm thinking to limit that to only when we have a large number of similar gifts (e.g. Direct Mail responses) and to use a manual tracking system for other items like a Major Gift pledge payment for example. If you have any thoughts on this, I would appreciate hearing from you. Thanks.I have a question....I enter gifts through the gift tab on each record. Honestly, its just the way I've always done it and it didn't occur to me to change. I would be open to batching after reading this post as it seems that is more of the norm, but what does everyone do about acknowledgement letters. When I enter a gift in individual gift record, I pull a letter to print, but I also usually make an edit or two in the letter. So since I feel this has to be individualized, I am not sure I could acheive that through batch. Suggestions?
0
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