Batch Details and Defaults

The Batch Control Details and Defaults form contains detailed information about the selected batch. This form allows you to modify information about the batch, including the Batch Status, Batch Type, Supervisor Status, Net Sum of Receipts, Net Sum of Pledges, Bursar Batch Number and Comment as well as establish Batch Defaults for the batch.

Batch Default allows you to save time by entering the most common values for transactions in the batch. For example, if you have 25 gift transactions, all of which are for the Annual Fund and all are for $50, you can use the batch default form to specify these default values. When batch defaults are established, all transactions that are added or modified in that batch will automatically have those defaults applied to them. Although it takes time to preprocess transactions using the Batch Defaults form, this time saved far outweighs the time lost by manually entering this information for each transaction.

Although you may have some transactions that do not fit into the same grouping, it is important to keep in mind any batch default may be overridden during gift and pledge entry for new transactions or modifications. Additionally, defaults may be changed at any time, at which point the new default value will apply to subsequently entered transactions. For example, if you've specified a Batch Default Allocation code of Annual Fund, and you have a transaction in the batch that is for athletics, when the annual fund allocation appears for that transaction, you may simply override it with the Athletics code. Again, these are only defaults and may change at any time before the transaction is processed via Gift Processing.

Batch Defaults specified here apply to transactions entered through the classic gift and pledge entry forms as well as the streamlined gift and pledge entry form.

To view the details of a Batch, enter new transactions in a batch, modify existing transactions in a batch, or establish defaults for a batch:

On the Main Menu, click 'Go To' to display the Go To Application.
Click the Gift Batch List Application (Application ID 3010).
Click 'Go'
When the Gift Batch List appears, scroll through the list and click the ellipses button to view the details.
To create a new batch, click New in the Gift Batch List Form Header.

Batch Control Header Fields:

Gift Batch #	This is the unique number assigned to the batch. When a new batch is created, the system will automatically assign a number to the batch (by incrementing the last_id column of the zz_new_id table by 1, where the id_type = B). Once the system has assigned a number to the batch, it may not be modified. Required
Add Date	The date that the batch was first added. This date will not change if the details of the batch are modified after it is first created.
Mod Date	The date the details of the batch were last modified. This date may be the same as, or different from the Add Date.
User Group	The user group code associated with the user that last modified the details of the batch.
Operator	The name of the operator that first created, or most recently modified the details of the batch.
Gifts	The number of gift transactions in this batch.
Pledges	The number of pledge transactions in this batch.
Matching Gifts	The number of matching gifts in this batch.
Reversals	The number of reversal transactions in this batch.
Modifications	The number of modified transactions in this batch.

Batch Detail Data Fields:

Batch Status	This value indicates the status of the batch. When a new batch is created, the status will default to 'Open,' which means it is ready to accept new transactions. When a batch is ready for processing, the status of the batch must be changed to 'Closed.' When the status of the batch is set to Closed, the system will perform several validations and ensure the values in the Sum of Receipts and Sum of Pledges fields match the values the system has calculated, based on the values that have been entered in each transaction via the Gift Entry Ledger. The system will assign the status of Web Pending to batches that have transactions from the Advance Web Community application. Gift Processing assigns the values Processed, Incomplete, Totals, Validation, and Y. Required If gift processing sets the status of a batch to either Totals or Y, DO NOT re-open the batch or modify the information in the batch. Instead you should troubleshoot why the problem occurred and then re-run gift processing.
Batch Type	The type of transactions included in this batch. Values in this drop-down list are validated against the tms_batch_type table.
Supervisor Status	This value indicates the status of the batch, as assigned by the supervisor for this batch. Values in this drop-down list are validated against the tms_supervisor_status table. Optional, depending upon system options settings (system option 9).
Net Sum of Receipts	This is the total of the hard credit amounts for transactions included in this batch. To calculate this total: 1. Add the amount in each new gift 2. Subtract the amount in each gift reversal transaction 3. Subtract the old amount for gift transactions being changed by a modification 4. Add the revised amount for gift modification transactions. The amount entered here must agree with the total calculated by Advance in order to 'Close' the batch. When the amounts disagree, you will not be allowed to Close the batch. Required When system options 51 and 52 'Enable Enhanced Foreign Currency' are set to 'Y', calculation of this total will use the face amount (foreign amount for foreign transactions and primary amount for domestic transactions) rather than the hard credit amount.
Net Sum of Pledges	This is the total of the hard credit amount for pledges included in this batch. To calculate this total: Add the amount in each new pledge Subtract the amount in each pledge transaction being reversed Subtract the old amount for pledge transactions being changed by a modification Add the revised amount for pledge transactions being modified. The amount entered here must agree with the total calculated by Advance in order to 'Close' the batch. When the amounts disagree, you will not be allowed to Close the batch. Required When system options 51 and 52 'Enable Enhanced Foreign Currency' are set to Y, calculation of this total will use the face amount (foreign amount for foreign pledges and primary amount for domestic pledges) rather than the hard credit amount.
Transaction Count	The Transaction Count field allows you to view or maintain the number of transactions in a batch, depending on the value of System Option 194. The transaction count equals the total number of entries in the batch_gift_entry, the batch_matching_gift_entry, and the batch_pledge_entry tables. If set to 0, the Transaction Count will not display on Batch Details; this is the default. If set to 1, the Transaction Count will display on Batch Details, but will not be required. If a value is entered, it will not be validated against the actual number of transactions in the batch. If set to 2, the Transaction Count will display on Batch Details and will be required. In addition, it will be validated against the actual number of transactions in the batch (when the batch is closed) and you will not be able to close the batch unless the two counts match.
Streamlined Gift	This check box indicates whether the transactions in the batch are for use with streamlined gift (checked) or classic gift (unchecked). You cannot enter a mix of classic and streamlined transactions in the same batch. Whether this check box appears checked or unchecked by default depends on the value of system option 375. The default value can be changed on a batch-by-batch basis and you can toggle back-and-forth between classic gift and streamlined gift until the first transaction in the batch is saved. Once a transaction is saved using either classic gift or streamlined gift, this field will become inquiry only and it cannot be changed. If you change your mind and switch between the two modes after the first transaction is entered, you can delete the transactions and this field will become maintainable, or you can delete the batch and re-enter the batch and transaction. Matching gifts, reversals, and modifications must be entered through classic gift and pledge entry.
Bursar Batch Number	This is an additional number assigned to the batch (i.e. the number used when sending batch information to the Bursar).
Supervisor Status Last Modified	This is the month, day, and year that the status of this batch was most recently altered by the supervisor. The system will automatically update this date.
Deposit Date	The date on which transactions in the batch were deposited. This date can be entered manually or selected from the calendar, which displays when the icon to the right of the field is selected.
Calculated Net Sum of Receipts	If system option 193 is set to ‘Y’ and system option 194 is set to ‘1’ or ‘2’, this field appears in inquiry only and displays the net sum of receipts for the batch, as calculated by Advance.
Calculated Net Sum of Pledges	If system option 193 is set to ‘Y’ and system option 194 is set to ‘1’ or ‘2’, this field appears in inquiry only and displays the net sum of pledges for the batch, as calculated by Advance.
Calculated Transaction Count	If system option 193 is set to ‘Y’ and system option 194 is set to ‘1’ or ‘2’, this field appears in inquiry only and displays the number of transactions in the batch, as calculated by Advance. If system option 193 is set to ‘Y’ and system option 194 is set to “0,” this field and the Transaction Count do not display.
Comment	A free-text comment regarding this batch.

Batch Defaults:

Load Defaults

This drop-down allows you to indicate which default list should be applied to the batch. After default records are created using the My Defaults List form, they can be loaded and associated with a batch by selecting the applicable default row from this drop-down. Only default rows created by the logged on user and public default rows will appear in this drop-down.

Common Gift & Pledge Defaults:

Gift	When this check box is checked, transactions in the batch will be marked as gifts, by default.
Pledge	When this check box is checked, transactions in the batch will be marked as gifts, by default.
Transaction Type	This is the transaction type that will be used as the default for transactions in this batch. Values in this drop-down are validated against tms_transaction_type.
Pledge Type	This is the pledge type that will be used as the default for pledges in this batch. Values in this drop-down are validated against tms_pledge_type.
Tender Type	This is the code for the medium of exchange for gift transactions in this batch. Sample tender types include Securities, Gift-in-Kind and Life Insurance. Values in this drop-down are validated against tms_payment_type.
Appeal	This is the appeal that yielded the gift transactions in this batch. Press F2 while in this field to perform an Appeal Lookup, or type the name of the Appeal. Values entered in this field are validated against the Appeal Header database table. Membership Appeals whose “can be applied to Giving transactions” check box is checked on the Membership Appeal Header form can also be entered here.
Campaign	This is the code for the campaign to which transactions in this batch will be credited. Values in this drop-down are validated against tms_campaign.
Allocation	This is the number or mnemonic that indicates the allocation to which transactions in this batch should be credited. When a value is entered in this field, the Allocation label will become a hyperlink to the allocation overview for the entered Allocation. This field is context sensitive and you may perform an Allocation Lookup by pressing F2 while in this field.
Receipt Date	This is the date to be used on receipts from this batch. Unless specified otherwise, the date on which the batch default was created will display in this field.
Record Date	This is the date of record, which is used together with the allocation to determine the proper fiscal year for the transaction. Unless specified otherwise, the date on which the batch default was created will display in this field.
Amount	This is the hard credit amount for each transaction in this batch. For example, if there are several $25.00 pledges to be entered, setting this default to $25.00 will save typing it in each time. If a transaction is encountered for other than $25.00, you can override the amount in that transaction. For transactions with a non-blank Foreign Type, the value in this field will be the default Foreign Amount.
Reunion	This is the code for the reunion group for which transactions in this batch will be associated. Values in this drop-down are validated against tms_reunion_camp.
Acknowledgment	This is the code for the acknowledgment to which transactions in this batch will be associated. Values in this drop-down are validated against tms_ack.
Special Handling	This code indicates what, if any, special handling applies to transactions in this batch. Values in this drop-down list are validated against tms_special_handling table.
Reference	This text in this field indicates where (outside of Advance) additional information regarding transactions in the batch can be found.
Reference 2	This text in this field indicates where (outside of Advance) additional information regarding transactions in the batch can be found.
Source	The code indicates the default source of information, where information on transactions in this batch originated. Values in this drop-down are validated against tms_gift_src_info.
Rec Project	This code indicates the default physical recognition project to which transactions in the batch will be credited. Values in this drop-down are validated against tms_prp_project.
Anonymous	This code indicates the level of anonymity requested by the donors being credited for the transactions in the batch. It is important to note the code entered here is simply a tag that flags the item with special notation. This code alone will not suppress the donor’s name or amount, as the code description implies. In order to truly enter an “Anonymous” gift, an institution could, for example, create an entity, without any real data, with the name of “Anonymous001” and associate that user with the transaction. This will ensure the real entity name never displays on reports or anything else attached to the gift. Whether a hard-copy record of the true identity of the donor is kept by the institution in a filing cabinet or other, is at the discretion of the institution. Values in this drop-down are validated against tms_anonymous.
LM	This code identifies whether the transaction should be transmitted to the FAS, based on a specific ledger month code. This may be of particular importance to institutions or organizations whose accounting revolves on a ledger month, which may not be synonymous with a calendar month. Values in this drop-down are validated against tms_ledger_month. This field is required when system option 127 is enabled.
Reporting	This code describes whether the financial transaction should be included in monthly gift reporting. Values in this drop-down are validated against tms_reporting. This field is required when system option 126 is enabled.
Transmit	This code indicates whether the financial transaction should be transmitted to the financial accounting system (FAS). Values in this drop-down are validated against tms_transmit_to_acctg.This field is required when system option 125 is enabled.
Comment	This text field can be used to store comments about the transactions in the batch.

Tribute Defaults:

Tribute Type

This drop-down allows you to indicate whether the transactions in the batch are In-Honor-of or In-Memory-of donors. When a value is specified, Advance will automatically add an associated donor row for the entity being honored or memorialized. If you enter a value in this field, but do not enter a value in the Tribute ID field, Advance will display a warning message indicating the transactions in the batch will be created with this tribute type and the Tribute ID will be set to the Entity ID specified in system option 85. Batches with transactions associated with the Entity ID in system option 85 cannot be closed until the Entity IDs are changed to the appropriate Entity IDs.

If System Option 60 is enabled, you cannot save Batch Defaults if you select ‘M’ and enter a Tribute ID that represents an entity that is not deceased. Failure to adhere to this rule will result in an error message and you will not be allowed to save.

Tribute ID

This is the ID of the Entity being honored or memorialized by the transactions in the batch. You can only enter a value in this field if a value is selected from the Tribute Type field.

Gift Defaults:

Auto Claim Received	This check box should be checked if you wish to automatically generate claims for transactions in this batch. The alternative would be not to auto generate claims for transactions in the batch and individually create a claim for each transaction via the claims form. This field is used in conjunction with system option 67, which allows each institution to select a value to be used as a default for the claim form received. If system option 67 is set to 'N', the value of 'N' will be defaulted into the 'claim form received' field n the Batch Control form whenever a batch is created. If system option 67 is set to 'Y', the value of 'Y' will be defaulted into the 'claim form received' field on the Batch Control form whenever a batch is created. Note: if system option 67 = 'Y', system option 68 (auto-update match claim amount) should also be set to 'Y', otherwise you could have claims created when the Form Received is 'Y', but the claim amount is zero.
Cashier	This is the identifying tag for the cashier for this batch. Values in this drop-down are validated against the Cashier Tag database table.
Check #	This is the check number of the check being processed in this batch, used for matching gift entry.
Check Amt	This is the face amount of the check being processed. This is used for matching gifts, where several matches are included in one check.
CC Type	This is the type of credit card used to make a payment on the electronic fund transfer transactions in the batch. Values in this drop-down are validated against tms_credit_card.
Charity	This is the charity code to which transactions in the batch will be credited. Values in this drop-down are validated against the charity database table.
Sponsor Amt	This is the sponsor amount that will be applied to transactions in the batch. The sponsor amount can be used to indicate, for example, the amount received in exchange for material benefit to the contributor (i.e., marketing exposure at an event) for which the contributor is not entitled to receive an income tax receipt.

Pledge Defaults:

Binding	This check box indicates whether the pledges in the batch will be binding by default, or whether they can be revoked.
Recordable	This check box indicates whether the pledges in the batch will be recordable by default.
Frequency	This is the code for the payment cycle for each pledge transaction in the batch. Values in this drop-down are validated against tms_payment_frequency.
# Years /# Months	Depending on the Payment Frequency selected, this field indicates the number of years or months to which the payment frequency will apply. # Years will display when you select a Payment Frequency of Annual (A), Quarterly (Q) or Semi-annual (S). # Months will display when you select a Payment Frequency of Monthly (M).
Pledge Status	This field indicates the default status of the pledges in te batch. Values in this drop-down are validated against tms_pledge_status.
Discount	This is the discounted amount for the pledge transactions in the batch.
Address	This is the default preferred address type to which pledge reminders in the batch will be sent. Values in this drop-down are validated against tms_address_type.
Pay Date	This is the initial start date for scheduled pledge payments for transactions in the batch. By default this field will be blank. You cannot save if the Pay Date precedes the Record Date. Failure to adhere to this rule will result in an error and you will not be allowed to save.

Associated Donor Defaults:

Class	This is the four-digit class year to be used as a default for transactions in this batch. If there is a preferred class year in the database for the entity being credited with the transaction, the entity's class year will take precedence over this default.
School	This is the code for the school associated with the transactions in this batch. Values in this drop-down are validated against tms_school. As transactions are entered into this batch, if there is a preferred school for the entity being credited with the transaction, the school code associated with the entity will take precedence over this default.
Allocation Division	This is the division within the allocation to which the transactions in the batch will be applied. Values in this drop-down are validated against tms_alloc_division.
Program	This is the code for the program that will be credited with transactions in this batch. Values in this drop-down are validated against tms_program.
Purpose	This is the code for the purpose that will be credited with transactions in this batch. Values in this drop-down are validated against tms_purpose.
Allocation School	This is the school within the allocation to which the transactions in the batch will be applied. Values in this drop-down are validated against tms_alloc_school.
Allocation Department	This is the department within the allocation to which the transactions in the batch will be applied. Values in this drop-down are validated against tms_alloc_division.

Premium Defaults:

Premium	This is the premium to which the transactions in the batch will be applied. Values in this drop-down are validated against tms_premium.
Amount	This is the value of the premium for tax reporting purposes.
Declined	This check box indicates whether the donor has declined or refused the premium and that there is no deduction from the full value of the original gift for tax reporting purposes.
Comment	This text field can be used to store comments about the premiums in the batch.

Giving Codes Defaults:

Type	This is the type of giving code for the transactions in the batch. Values in this drop-down are validated against the giving_code_types database table.
Code	This is the giving code cycle for each premium in the batch. Values in this drop-down are validated against the giving_codes database table.
Date	This field allows you to define a date to be associated with the Giving Codes records in the batch. By default this field will be blank. You cannot enter a date unless you also select a giving code.
Amount	This is the amount of the giving codes in the batch.
Apply to Other Donors	When this checkbox is checked on batch defaults, it will automatically be checked when adding a new giving code for the primary donor. The user has the option of turning it off when adding a new giving code.
ID	This is the ID of the entity to which the premiums in the batch will apply. If ID is entered, Name must be blank.
Name	This is the name of the entity to which the premiums in the batch will apply.
Text	This text field contains additional information about the giving codes in the batch.
Comment	This text field contains comments about the giving codes in the batch.

Additional Batch Control Data Options:

Transaction List

The display of a one-line (or more, if multiple donors) summary list of transactions for the current batch. The number in parentheses in the title represents the number of rows in the list, not transactions. The display of this list is controlled by System Option 192. If set to 'Y', the one-line (or more, if multiple members) transaction list appears at the bottom of Batch Details. When you click the ellipsis button to the left of a row in the list, the transaction details for the row will display. If set to 'N', the one-line transaction list will not appear; this is the default.