Batch Header

camera 60 Snapshot

About batch header

 

The Batch header is your first step in Batch Processing. Before you begin creating Batch Detail records, you need to either create a Batch header or use a pre-existing Batch Template. A Batch header is a summation of the total value of every included transaction and any relative information about the Batch. The Batch header also serves as a method of auditing your work once all of your detail records are entered.

 

When all of your information is saved, and in balance, you can schedule a post using the Batch Scheduler. The Batch Scheduler allows you to select a date and time to post your Batches. Alternatively, if a Batch has failed to post, you can re-attempt the post over a specified time frame, decide when to begin and when to stop any future attempts. You can also have a success message sent to any identified parties when the Batch is posted. 

 

The following table describes all of the available fields on the Batch header page:

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Batch Header Fields

Description

 

A free-text field used to name/identify the Batch.

info 16Lockbox follows a specific rule for batch descriptions when processing Batches. The description will be identified through Lockbox's processing.
Post Status

The status of the batch.

  • On Hold: The batch is still in process. Posting will not be attempted.
  • Manager Review: The batch is ready and marked for review.
  • Payment Authorization: The batch is pending credit card payment authorization.
  • Ready to Post: The batch is ready for posting. The batch will process if it is balanced. All credit card authorization responses have been received, and no duplicate prospects are pending resolution.
Batch Date The date the batch is completed.
Operator

The person responsible for the batch. The person who creates the batch is recorded in Audit Information so the information does not have to be repeated.
Type

Identifies the way the batch is created. The types are:

  • PledgeMaker: Normal status of batch processing manually created.
  • Template: A batch template. Transactions are not allowed with this batch type. Used for repeat transaction sets.
  • Credit Card or ACH: Batch created by Pledge Billing. No manual entry is involved.
  • Lockbox: Batch created through Lockbox. Since Lockbox can be used to create batch headers intended for manual entry, transaction entry is allowed. Lockbox normally handles all transactions.
  • EFT: Batch created using the EFT utility.
Control Totals

Control totals act as a basic automatic check for batch-entry accuracy. 

Control-Total Screen Values Rows

Payments: Total payment in the batch.

Pledges: Total pledge amounts included in the batch.

Split Count: Total number of transactions included in the batch.

Detail Count: Final count of details in each column. 

Control-Total Screen Values Column

Control: Manually entered totaled values used to cross-check detailed transactional items.

To Be Posted: The expected total value.

Posted: The total value of posted items.

Difference: The discrepancy between expected value (Control) and actual value not posted (To Be Posted).
Pay Methods

Pay methods included in the batch.

    • All: All types of payments are allowed in this batch.
    • Cash Only: Only cash transactions are allowed in this batch.
    • Check Only: Only check transactions are included in this batch.
    • Cash or Check Only: Only cash and check transactions are included in this batch.
    • Credit Card Only: Only credit card transactions are allowed in this batch.
    • None: No payments are allowed in this batch. To prevent any entry of monetary values, you must set the control amounts to zero.
info 16In Table Maintenance, you can specify a default payment method for batch.
Credit Card Mode

Identifies how credit cards are processed.

Historical: Normal Value when the credit card feature is not installed. Credit cards entered in this batch are for archival purposes and will never be posted.

Scheduled: Normal value when the credit card feature is installed. Credit cards entered in this batch will be sent for authorization on a scheduled basis.

Interactive: Optional value when the credit card feature is installed. When credit cards are entered, data entry cannot continue until the credit card is authorized. All of your transactions are verified before completion.
Deposit Amount Total amount deposited with your financial institution.
Deposit Number The transaction number for the deposit. This number appears on the financial institution's deposit receipt.
Cash Receipt The transaction number for cash-only deposits. This number appears on the financial institution's deposit receipt.
Currency Type Identifies the type of currency used in this batch.
Exchange Rate International currency exchange rate. At batch posting, the entered gift amounts will be multiplied by the Exchange Rate. This allows foreign currencies to be converted to domestic values. This allows ClearView to display all gifts in domestic currency.
Match Transactions On This determines the rule to be followed during batch posting when no specific transaction is selected. For example, if a pledge payment is entered without selecting a specific pledge, batch posting will follow this rule to determine the pledge the payment is to be applied. "Fund" means the pledge must have the same fund as the payment. "Fund/Appeal" means that if a fund match is not found, posting will attempt to match on appeal. 
Appeal Entry This determines whether the entry screen for this batch will require direct entry of an Appeal code or will allow entry of a Package code instead. Entry By Appeal is the default. Entry by Package is suitable for high-volume direct mail response entry when a specific Appeal code cannot be determined. 
Document Number These fields are intended for situations in which document numbers are assigned externally, but the transactions are entered manually instead of being loaded through Lockbox. Entry of a document number-range on the Batch header will restrict entry to documents within that number range.
File Name A free-text field intended for use with Lockbox. When Lockbox creates a batch, Lockbox loads this field with the name of the data file
Unit ID Unit assigned to a Batch. There is no functionality attached to this field.

steps 60 Steps

To filter and find current batches

To filter current batches by defined search criteria

To create a batch header

To create a batch template

To set default values on batch detail records within a specific batch

To post a single batch

To post multiple batches and set a recurring posting schedule

To delete a batch header

To filter and find current batches

1. Toward the top-left of the Batch header screen, click the Recent Batches drop-down menu, and select one of the following options expand img: 

  • Recent Batches: The 10 most recently accessed batches.
  • On Hold: Batches that are incomplete and unposted.
  • Manager Review: Batches that require a manager's approval before processing.
  • Ready to Post: Batches that are ready to post but have not been processed yet.
  • Payment Authorization: Batches that require payment authorizations.
  • Unposted: Batches that have not been posted.
  • Posted: Batches that have been posted.
  • Batches with Suspended Details: Batches with items in suspense. 
  • Templates: Batches saved as templates.
info 16 When you make a selection, the results omit any unrelated batches.

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To filter current batches by defined search criteria

1. On the main Batch header screen's expand img navigation menu, select Search. The search criteria fields will display and allow you to filter your results by:

  • Batch Date: Set a date range for created batches to view.
  • Batch No.: Set a batch number-range to view batches between defined end points.
  • Post Status: Select a post status by which to filter results.
  • Operator: Filter results by the owner associated with the Batch.
  • Description: Filter results by description name.
  • Document Number: Filter results by document number.
  • Prospect: Filter results by associated prospect.
  • Filename: Filter results by file name.

2. When you are finished entering your criteria, select the Go button to apply the filters. 

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To create a batch header

 From Scratch

1. Toward the top-right corner of the Batch header screen, select Create New Batch, and then select From Scratch expand img

2. Fill in any available information in the associated fields, and enter the total value of your Batch in the Control fields expand img 
3. When finished, select Save to save your changes or Cancel to return to the previous page. 
 

From a Template 

1. Toward the top-right corner of the Batch header screen, select Create New Batch, and then select From Template 

  • The available templates display on a lookup table 

2. Select the Batch Template you wish to use from the coded table.

  • The Add New Batch window displays pre-populated with any saved data.

3. Fill in any additional information in the associated fields, and enter the total value of your batch in the Control fields  expand img
4. When finished, select Save to save your changes or Cancel to return to the previous page.

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To create a batch template

1. In the top-right corner of the Batch header screen, click Create New Batch.

2. Select From Scratch

  •  The Add New Batch screen displays.

3. Change the Type field from PledgeMaker to Template.

info 16In a saved batch, you can change the Type field from Pledgemaker to Template if you have not added more detail records to the batch. Once detail records are saved, you cannot edit the Type field.
4. Complete the rest of the fields on the screen, and click Save.
info 16You cannot add detail records to a batch template. The only way to do this is to create a new batch from this saved template and then add details.

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To set default values on batch detail records within a specific batch

1. Toward the top-right corner of a Batch header screen, click the Tools drop-down menu, and choose Layout. expand img

  • The My Configuration tab displays.

2. Navigate to the fields for which you want to set default values.

3. Select a value from the drop-down list, or type a value that you want to default in the fields.

4. Click the Save VAE Config button, located in either the top or bottom left corners, when finished.

The values you saved will default on each batch detail record for the current batch. 

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To post a single batch

1. On the Batch header screen, verify the current batch by comparing the “Control” totals with the “To be Posted” totals, and make sure the “Difference” column shows zeros. If not, click Edit to make changes. expand img

info 16To edit detail records, click Details at the top-right of the batch header screen, and navigate to the detail records on the full-page data table.

2. Click Edit, and at the Post Status field drop-down menu, select Ready to Post, then Save.

info 16To prevent a batch from posting prematurely, leave the Post Status field set to On Hold until you are certain that the entries are complete and balanced.
  • At the top-right of the screen, the Post option becomes available between the Details and Tools options. 

3. First, validate that the batch is in balance. Click the Post option drop-down arrow (not the icon or label), and select Validate.

  • The Validate Batch No. pop-up screen displays. 

4. On the Validate Batch No. pop-up screen, choose when to run the validation process.

    • Immediately – To run the validation immediately.
    • At Scheduled Time – To schedule the validation to run in the future.
  • If you select At Scheduled Time, enter a date to run the validation, or click the drop-down menu to choose one from the calendar. Then enter a time, or click the drop-down menu in the next field to select one.

5. Enter an email address in the Success Message Address field to receive an email message that the validation was successful.

6. Optionally, enter another email address in the Success Message CC field to send another person an email message stating that the validation was successful.

7. Click Submit Job to process the validation.

  • The green status bar displays at the top of the screen when the job submission is successful.

8. Once you have checked the validation email and are ready to proceed with posting, click Post (the icon or label, and not the drop-down menu).

  • The Schedule Batch No. for Posting pop-up screen displays. expand img

9. On the Schedule Batch No. for Posting pop-up screen, choose when to run the posting process.

    • Immediately – To run the posting immediately.
    • At Scheduled Time – To schedule the posting to run in the future.
  • If you select At Scheduled Time, enter a date to run the posting, or click the drop-down menu to choose one from the calendar. Then enter a time, or click the drop-down menu in the next field to select one.

10. Enter an email address in the Success Message Address field to receive an email stating that the posting was successful.

11. Optionally, enter another email address in the Success Message CC field to send another person an email stating that the posting was successful.

12.Click Submit Job to process the posting at the scheduled time.

  • A green status bar displays at the top of the screen when the job submission is successful.

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To post multiple batches and set a recurring posting schedule

info 16You can schedule posting for a single batch. See To post a single batch.

1. On the Batch header screen, in the top-left corner, click the Recent Batches drop-down menu.

2. Filter the list of batches by either Ready to Post or Batches with Suspended Details, depending on which batch status type you want to schedule to post.

    • Only batches with the status selected display in the list.
  • The Schedule Posting button at the top-right of the screen becomes available. expand img

3. Click Schedule Posting.

4. Choose one of the following options:

    • Run Immediately--To post the batches listed immediately. The number of batch headers currently available to post displays next to this option in parenthesis.
    • Schedule in Future--To schedule posting at a future time. The number of batch headers currently available to post displays next to this option in parenthesis.
  • The Batch Posting Scheduler screen displays.
5. Work with the options on the Batch Posting Scheduler screen:
  • Run at Scheduled Time--This displays only when you select Schedule in Future. Enter a date to post the batches, or click the drop-down menu to choose one from the calendar. Then enter a time, or click the drop-down menu in the next field to choose a time to post.
  • Recurring--Click the checkbox to set the posting schedule to recur for batches with the currently selected status (i.e., Ready to Post or Batches with Suspended Details).
info 16Any batches that are in Ready to Post status or Batches with Suspended Details status will get posted at the recurring time that is set for that status. If you do not want a particular batch to post at the scheduled time, change the Post Status field from Ready to Post to another option. The Batches with Suspended Details status, however, is assigned at the time of original posting; you cannot change it. If suspended details have not been fixed before the time of the scheduled posting, they again are sent to suspense.
    • Additional fields display: expand img
  • Interval--Click the Minutes drop-down menu to choose the interval type. Options include Minutes, Hours, Days, Weeks, Months. In the preceding field, enter the number of minutes, hours, etc., to pass before each posting recurs.
  • Stop Date--Enter a date to stop the recurring post schedule, or click the drop-down button to choose a date from the calendar. Then enter a time, or click the drop-down button to choose the time to stop the posting schedule from recurring.
  • Start Time Window--The interval type you selected previously displays in parenthesis. In case of a delay on the start time due to a heavy load on the system, enter the number of minutes, days, hours, etc. (depending on the interval type selected), as the maximum amount of time that a delayed start is permitted. If you enter 5 minutes in this field, for example, then the batch posting cannot start if the delay lasts for more than five minutes. If the delay goes beyond the time entered, the batch posting will run at the next scheduled start date/time.
  • Fixed Time Start--Click the checkbox to post the batches at a fixed start time based on the selected interval. For example, if Interval = 1 Month, the job runs once a month on the same calendar day. So if the first posting is scheduled for the third Tuesday of the month, then each subsequent post will occur on the third Tuesday of each month. If the job is interrupted during a run, it will restart at the next scheduled time. If you did not check the box, the batches post on the same calendar date. For example, if the first posting is scheduled for tomorrow, which is the 10th of the month, then each subsequent post will occur on the 10th of every month.
  • Success Message Address--Enter an email address to receive an email stating that the posting was successful.
  • Success Message CC--Optionally, enter another email address to send another person an email stating that the posting was successful.

6. Click Submit Job to submit the recurring posting schedule.

  • A green status bar displays at the top of the screen when the job submission is successful.

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To delete a batch header

1. Toward the top-right corner of the Batch header screen, select Tools, and then select Delete  

  • A Batch header delete confirmation box will appear 
info 16You can keep the headers and delete only the details connected to it by checking the Only Delete Details box. You will save the header for future use.

2. Select continue to Delete the header and all associated details unless indicated otherwise.

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