Contribution entry through Giving Input allows for recording offline (Cash and Check) donations. As a best practice, while optional, it is recommended to tie entered donations into a batch. A batch is simply tagging a collection of donations that can be reported on later.
Giving Input is found along the left column under Giving → Input.
While a batch is optional, there are many advantages to creating a batch when adding giving to the ChMS database. Batches are a tag that groups giving together for reporting at a later date. There is an area of the Giving reports just for batches (Giving → Reports → Batches) which makes finding a particular batch very easy.
Aside from reporting, a batch allows for adding additional donations at another point in time. This can accommodate situations where all the data entry can not be completed right away and saves a running total.
Another advantage of using a batch is if there might be a need to Mass delete contributions. The batch action Tri-Dot Icon makes this a quick process from the drop-down.
If there was a batch being used already, select the ' ' on the right side of the listed batches row to continue adding to the running total. The previous donations will not be listed, but the new donations entered and saved against the batch will be grouped in.
If the batch needs to be updated at any point, use the to edit your details.
Scroll to the bottom for notes on if a batch is missed from being associated with the entered donations.
Note that these settings are saved and applied for the specific user logged in every time giving input takes place.
The Entry Settings allows for defaults and quick entry methods to be selected which can improve the tab-flow while also allowing for all fields to still be available to be used. Say skipping notes or skipping the check number while tabbing does not keep these fields from being used at another time.
Note the icons on the page. These contain Pro Tips around how to quickly enter donations and other features that are good to know and remember.
Another available Pro Tip can be found by hovering your mouse over the "Fund" field for additional info on pledges that have been made towards a particular campaign.
The giving input area is optimized to use the TAB key to make giving input faster by allowing the admin to keep their hands on the keyboard as long as possible. Review the Pro Tips and some notes below on ways to speed up the giving input process.
It is helpful to set up in advance a default Group to which you will add new donors should you encounter a donation from a person not in your ChMS database; something like STATUS - New Giver. That will draw the attention of an Administrator so that decisions can be made as to what STATUS Group the person should be placed in going forward. (You may wish to create a Workflow that responds to people being added to that default STATUS Group, sending an Admin Message, assigning an Interaction, etc.)
As you go about the Giving entry process, enter new donors by selecting "Add an Individual…" in the dropdown below the Search field. Enter as much information as you have, particularly Address (so you can send a Giving Statement).
Contributions entered into the ChMS without a batch cannot be associated with a batch after the giving entry is completed. Contributions need to be deleted individually from the donor profiles if a batch needs to be applied after the entries are completed.
One can easily correct the issue by exporting the donations through Reports → Giving → Detail. Select the date range and use the to Save as CSV file with the donations. Then, delete the records from the donor profiles as noted earlier. The Giving Import tool can be used to bring the donations back into the software under a batch. The Import tool can match based on donor User ID. Use the ID option for the best matching potential to the correct member profile.