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Contribution Batch and Contribution Batch Reports

Article ID: 615
Last updated: 11 Mar, 2010

Contribution Batch
What is it? A Contribution Batch is a utility tool that acts as a safety net allowing you to verify
that the total sum of contributions in-hand match the total sum of contributions entered into
When would I use it? Say you process thousands of checks per day and you have multiple data
entry operators/personnel/volunteers to enter contributions. You may want to have someone in
management bundle 100 checks and calculate the total sum of the 100 contributions. This hand-
calculated tape, along with the bundled contributions would then be given to the data entry
operators and entered into a Contribution Batch.
How do I use it? Prior to processing the contributions, management (or the data entry operator)
would open a Contribution Batch and enter the hand-calculated sum in the Contributions field of
the New Batch screen. This “expected” Contribution total is then used to verify that what the
data entry person entered, matches the amount Management calculated. If the actual amount does
not match the expected amount, you can quickly browse the Batch for errors and make changes
to the amount field. Modifications will be reflected in the Record’s Contribution Subfile. This
also provides a simple way to use Aristotle’s Bank reconciliation feature. Batches should always
be from a single day’s deposits. It is very important that you keep contributions that will be
entered on a single transaction date together. Spanning transaction dates will make reconciliation
of your federal and state reports more difficult.
Creating a Contribution Batch
1.  From the Main Menu Bar, select Records > Batch > New.

2.  Enter a unique name for the Batch in the Name Field.
 NOTE: This can be a combination of letters and numbers. For example,
“03/17/2004 Deposit”.
3.  Enter the Date as the date you open the batch.
4.  Enter the expected contribution total in the Contributions field. The
expected total is the sum of contributions in hand that you will be entering.
5.  Click the New button.
Your Contribution Batch is now open. You may begin entering contributions. When you enter
contributions, you will see the Batch name appear in the lower right corner of the Contribution
Edit screen in the batch field.
the batch is open, any contribution you enter will be assigned to the open batch. If you exit
out of CM5 prior to closing your Contribution Batch, you must reopen the Contribution Batch
before you continue to enter contribution transactions or the entered data will not be added to
your batch.
NOTE: You may also assign previously entered contribution data to your Contribution batch if
desired. You may need to do this if you exited CM5 and forgot to re-open your Batch before
entering additional contribution data.
Closing a Contribution Batch
Once you have finished entering all of the Contributions, close the Batch to verify the balance.
The expected balance should match the actual balance.
When you opened the Batch and entered the total sum of all contributions in the Contributions
field, the amount you entered is called the Expected amount in the Close Batch screen. CM5
adds each contribution transaction and displays the balance of all entered contributions in the
Actual field on the screen.
You can only close a Batch if the Expected and Actual totals balance.
1.  From the Main Menu Bar, select Records > Batch > Close.
2.  A Close Batch screen will appear as illustrated.

The Force Deposit fields enable you to force the Date, Type, Deposit
Date, and Reported to Bank Account fields prior to closing the batch.
3.  If the Expected balance matches the Actual balance, the Batch is accurate.
4.  Click OK to close and save your Batch.

Browsing a Contribution Batch
If the Actual balance does not match the Expected balance you will want to Browse your Batch
to ensure that each contribution was entered correctly. 
From the Main Menu Bar, select Records > Batch > Browse.
1.  Select Contribution. The Contribution Browse screen will appear as
illustrated. When in the Contribution batch Browse Screen, you may
quickly discover data entry errors. The Contribution Batch Browse list
sorts in the order contributions were entered.

2.  If a contribution amount or date was entered incorrectly, you may correct
the amount or date by modifying those fields directly in the Contribution
Batch screen. This will automatically update the record.
3.  Compare the checks in hand against the entered amount. Modifications to
the amount will be corrected in the Contribution Subfile.

Deleting a Contribution Batch Identifier
You may delete a Contribution Batch at any time. The contribution data will not be deleted from
the Contribution Subfile, but the Batch identifier will be removed from the Batch field in the
Contribution Edit screen. 

1.  From the Main Menu Bar, select Records > Batch > Delete.
2.  Highlight the batch to delete.
3.  Click the Delete Button

Contribution Batch Reports

You can Batch Reports on Contributions entered into a Contribution Batch. A Contribution
Batch must be open to run these reports.

The following Reports are available for the Contributions in a Batch:
•  Detail Report
•  Summary Report
•  Multi-Batch Report 
1.  From the Main Menu Bar, select Reports > Batch > Contribution.
2.  Select the desired Report.

This Batch Report is a multi-line item detail for the contribution entries in the open batch.  You can choose to order items by date or alpahbetically. 

Run this report  below for data entry documentation and to verify that donor data was entered correctly. 

 This batch report is a single line detail for the contribution entries in the open batch.

The Contribution Multi-Batch export allows you to enter a date range for contribution
batches and then run a report on the data contained within the date range. This batch report
is a single line detail for the contribution entries in the open batch.

Export to Excel
You now have the option to export data from each Contribution Batch Report into an Excel file
on your hard drive. This allows you greater flexibility in arranging data and the ability to e-mail
data to other staff members.

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Article ID: 615
Last updated: 11 Mar, 2010
Revision: 1
Views: 540