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.