You will need the Full Write Contribution permission to perform this action.
Batches should be closed once the deposit has been confirmed in the organization's bank account. If a batch remains open for more than two weeks, the "unclosed batches" item will appear on the system tasks dashboard widget of users with the Full Write Contribution permission.
Navigate to the batch listing by selecting Contributions > Batches from the left-hand navigation menu.
Closing a single batch
Click on the name of the batch to enter the batch screen. Then..
Click on the "Open" status indicator at the top of the batch screen
OR
Click the "Actions" button, and then the "Close Batch" from the menu.
The close batch window will appear.
Deposit Date
When closing an auto-generated batch from One Church Giving, the deposit date field will be present. It is highly recommended to enter the date of the deposit. While not required, setting a deposit date will change the posting date on the batch to accurately reflect the deposit date rather than the settlement date. This will be different based on processing and can help with locating and matching batches.
Select the close button to close the batch.
Post to accounting? (Available with the accounting add-on)
Toggling this setting will dictate if this batch should be used to create a register entry in the accounting module.
Where was the money deposited?
Used to indicate which cash account or register account in the chart of accounts this batch was deposited into. You must have an asset account with the "Use as a register?" option checked to be visible in the list.
Which designations should be posted to accounting?
This will list the designations found on the batch. If there is no account and fund mapping in the designation's posting rules, a red "Do Not Post" indicator will be visible.
To manually categorize the designation, click on the red button indicator. This will toggle it to a green button indicator labeled "Post," and categorization windows will be displayed for both the income and fund of the designation, as well as the expense and fund of the fees, if applicable.
To ignore a designation in the accounting entry, toggle the green "Post" to the red "Do Not Post."
Once the desired desigations are posted and catagorizations indicated, select the close button to close the batch.
Batch and Posting Status
Batch Status
Once closed, you will see the green "Open" status indicator at the top of the batch screen update to a red "Closed" status indicator. A closed batch, and the transactions within are no longer editable. They will not be included in the batch listing screen. To view closed batches, clear the filters on that table.
Posting Status
If all desigations were set to "Post" there will be a gray "Fully Posted" indicator at the top. If not all desigations we posted you will see a gray "Partially Posted" indicator instead. Either status indicates that there is an accounting entry with the type of "Batch Posting" and the Batch ID will be entered as the entry's refrence number.
You can see the account the entry was posted to in the batch details section.
Closing in bulk
Many batches can also closed (and posted) at the same time by selecting the check box next to them from the batch listing screen and clicking on "Close" in the bulk actions dropdown.
The "Bulk Close Batches" window will appear and has the same function as closing a single batch.
When closing batches in bulk, the date entered into the "Deposit Date" field will be assigned all of the selected batches.
In Version 6
Important: It is highly recommended to only close batches once you've confirmed the money for that batch has been deposited in your organization's bank account. If a batch remains open for more than two weeks, a to-do list item will appear on the home dashboard of users who can close batches.
Closing a single batch
Navigate to the batch you would like to close. Then choose "Close batch" in the "Actions" menu in the upper right. You can also click on the "Open" status label at the top of the screen to do the same thing.
-- OR --
Regardless of which method you use, the same pop up will appear. If this was an auto-generated batch from One Church Giving, you'll be asked to provide the deposit date for the batch. It is highly recommended you enter the date of the deposit in your bank account. While not required, setting a deposit date will change the posting date on the batch to accurately reflect the deposit date rather than the settlement date.
If you have accounting enabled on your subscription, the pop up will include some additional fields. You'll be given the option to post the batch to accounting (see bottom of screenshot above).
Choosing "Yes" will result in some more fields appearing.
Where was the money deposited?
This field will ask you to indicate which cash account from your chart of accounts the money from this batch was deposited into (i.e. checking account).
Which accounts should each designation go to?
This section will list all designations found on the batch and ask you which accounts (income and expense) in your chart of accounts the money should be categorized into as well as which fund it should be deposited into.
If you don't want a particular designation to be posted to accounting, toggle the green "Post" to the red "Do No Post."
How can I indicate a cash account?
You can indicate a default cash account. This account will be auto-selected for you whenever you close the batch. This default can be configured per merchant account (for auto-generated online batches) as well as for manually entered batches.
To set a default, click on the "set as default" link that appears next to the account chosen when posting a batch.
For online batches that are linked to a merchant account, you can also set this when editing the merchant settings under Contributions > Settings > Merchants from the left-hand menu.
Important: A closed batch is no longer editable and the transactions within are also no longer editable. They will not appear by default when viewing the batch listing screen. To view closed batches, clear the filters on that table.
Closing in bulk
You can also close (and post) many batches at the same time by selecting them from the batch listing screen and clicking on "Close" in the bulk actions dropdown.
The pop up that appears is the same as the one discussed in the previous section. The only difference is this would apply to multiple batches and not just one.
Other Helpful Article
If you have our Accounting component, see this article to match bank items to batch postings.