how do I keep from typing all 80 names each month?

Karen Norwood · July 2015

I have a payroll deduction check that I receive each month that has about 80 ppl on it with varying amounts of donation. Each month I have to enter a new batch and type the same persons name and the amount in. I want to have a batch that I can open each month and be able to delete a name if I need to but it has all the names already in it.

Aaqila Abdulnur · July 2015

In the Gift Batch Setup there is an option to make the batch recurring. If you check this box you will be able to use the batch over and over with the option to delete names/add new ones.

Hope that helps!

Jenny Norton · July 2015

I use a recurring batch. You check the box to make the batch recurring. Then each month you can open that batch and change the necessary fields (date, gl post date, check date (you can change these globally from the top line). You can't globally change the check number in the batch (or at least my version of RE you can't) so then I had to create a global change under admin that uses a query gift batch = <ask> and I change the check number after I've posted the batch.

When you go to commit the recurring batch, make sure the Automatically apply gifts to pledges and recurring gifts is checked, as well as Only apply gifts to pledges and recurring gifts with the same fund(s). On tab 3, I have my gift date and post date set to "Date specified in batch".

When you commit the batch, it will give you a new batch number - but this batch number will not show up in the list of batches. Only the original batch will.

Hope this helps.

Jenny

John Heizer · July 2015

A recurring batch is what you're looking for.

Here's some basic information on how to create and use one:

https://kb.blackbaud.com/articles/Article/46242

Erin Fleischmann · July 2015

Create a Batch Template and reuse it - making sure to rename it each time so you don't overwrite the template. We have over 200 employees who give via payroll deduction. Payroll emails us changes requested by the donors, we adjust the template accordingly. All we have to do is compare what Payroll provides at the end of each month against the template, rename and process.

Jennifer Ackerman · July 2015

There is also an option to Group Add constituents to a batch. Our practice is that each of our batches becomes a query after being committed. If you have your donors from the previous month saved in a query, under Tools in batch choose "Group Add Constituents to Batch" and pick the query that includes your donors. If you already have your batch template set-up with the correct defaults all you would have to to is spot check to make sure all the donors were included and make sure their giving amounts are accurate for the month.

Jennifer Donlevie · July 2015

I use a recurring batch for those donors that give the same thing each month. All you need to do is change the post date and gift date with a global change and commit. It's that simple!

JoAnn Strommen · July 2015

Karen,

You have several options. But first pat yourself on the back for asking instead of manually entering all those names every time.

As others mentioned, recurring batch is an option. Don't know how experienced you are with RE, but just to point out Recurring Batch is not the same thing as Recurring Gift - sometimes they are confused. If you choose to use a recurring batch you will need to add/delete names to match what you get from HR each month. Hopefully, gift amount is consistent but you may need to confirm that as you review names. If you have the batch from last time you can open it and check the Recurring Batch box and use it - you don't have to create a new batch with the box checked. Believe someone mentioned you can't look at the batch after you commit it.

A batch template is another option mentioned. If you use this saving it with a new batch #, you'll be able to open batch after it is committed. Amount of editing about the same. To add names that you want on the list every time, put them in the template and save it as the template then re-open to use it.

I used a payroll recurring batch for years. After reading posts here on the forums, two years ago I changed to using Tools > Auto Generate Transactions/Payments. Our gifts are entered with a payment plan aligned to pay days and I can use a query of staff records for my records to include. This function generates my list of all staff with payments due by/on that date, with all the gift info including fund and amount. I only have to delete names not on the list I received. Provides a good check that I can go back to HR and ask if missing employee is still employed. The best thing though is that each is committed as a separate batch so if needed I can re-open the batch to check any info. Just another option.

You could even use this function once to pull the names in for your recurring batch or template.

how do I keep from typing all 80 names each month?

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