Note: Batch Gift Entry is in beta, which means this feature is an early version we’re testing and improving. To share feedback about Batch Gift Entry, click Leave Feedback on the Batch Gift Entry Overview page. If you’re not part of this beta and are using Batch Entry with Google Sheets, read Install Batch Entry with Google Sheets.
Bloomerang Batch Gift Entry lets you enter multiple gifts in a single grid in Bloomerang CRM, check your totals, and then submit them all at once.
Use Batch Gift Entry to enter gifts from offline sources such as checks, cash, or in-kind gifts, or when gifts need details like soft credits or tributes. You can also use Batch Gift Entry to apply gifts to an open pledge or active recurring donation schedules.
Requirements
Batch Gift Entry requires Data Tools permissions:
Administrators and Standard users with Data Tools edit permission can create, edit, and submit batches.
Standard users with Data Tools view-only permission can view batches, but cannot make changes.
Only one user can edit a batch at a time.
Enter Batches
If this is your first time using Batch Gift Entry, start small. Create and submit a batch with a few gifts, and then open those transactions to make sure they posted the way you expect. After that, you're ready to enter a full batch.
Once you start entering data for your batch, the batch saves automatically.
To start a batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click New Batch.
Do one of the following:
Click Start from Scratch, and then click Continue.
Click Start from a Template
a. Click Continue.
b. Search for and select the template you want to work from.
c. Click Continue.
A new batch opens. Follow the steps in the next section to set up your batch columns.
Set Up Columns
After creating your batch, set up your columns. Each column contains a piece of gift information. Some columns are always included, and you can add, remove, or rearrange optional columns to fit the gifts you're entering.
Required columns are marked with an asterisk (*) and must be completed before you can submit your batch. These columns are required for each entry:
Constituent
Date
Amount
Fund
Method
Any transaction custom fields your organization marks as required are added to the batch automatically. You must complete these fields before submitting your batch.
To customize your column setup, do any of the following:
Add a column:
a. Scroll to the end of the batch grid and click the + icon.
b. Select the fields you want to add. You must add each field individually.
Remove an optional column:
a. In the column header, click the vertical ellipsis.
b. Select Remove Column.
Rearrange columns:
a. Drag and drop a column header to a new spot. Or, in the column header, click the vertical ellipsis and select Move Left or Move Right.
To pre-fill column information, you can create column defaults for certain columns. With defaults set, each new row adds with the pre-filled information.
To set a column default:
Click Set Default
Enter or select the default information.
(Optional) if you typed your default details, press Enter.
Changing a default only affects gifts you add afterward. To change gifts you’ve already entered, use Update All Rows instead.
Enter Gifts
You can enter a whole batch without using your mouse. To see the shortcuts for moving around the grid, click Keyboard Shortcuts.
When adding gifts, each new row copies the previous row's values for fields like Fund, Campaign, and Appeal, so you don’t have to re-enter them.
Tip: Click Add Expected Totals to add the expected amount and transaction count for the batch. With expected totals, the batch can only be submitted when the entered gifts match the expected totals.
To enter a batch:
In the Constituent column, click Search Constituents.
Search for the constituent by name or Bloomerang account number.
Select the constituent.
(Optional) If the constituent isn't in Bloomerang CRM yet:
Click Add New Constituent.
Enter the constituent details.
Click Add Constituent.
Select the Method.
Enter the transaction Amount.
Select the Fund.
Complete any other required columns.
(Optional) Complete any optional columns.
(Optional) To add a soft credit:
In the Soft Credits column, click Add Soft Credit.
Note: If the constituent has a relationship with a donor-advised fund that adds soft credits automatically, the soft credit appears in the Soft Credits column on its own. You don’t need to add it again.
Enter the name or Bloomerang account number of the individual you want to soft credit.
(Optional) If the constituent isn’t in Bloomerang CRM yet, click Add New Constituent, enter the constituent details and click Save.
Enter the soft credit amount.
Press Enter or click Add Soft Credit to add another soft credit.
12. (Optional) To add a tribute to a batch gift:
b. Click In Honor/In Memory of.
c. Select the tribute you want to associate with the transaction.
d. (Optional) If the tribute isn’t in Bloomerang CRM yet, click Add New Tribute, enter the tribute details and click Save.
13. (Optional) To credit a Fundraiser on a gift:
a. Add a Fundraiser column.
b. Click Credit a Fundraiser.
c. Search for the user or constituent you want to credit by name or Bloomerang account number.
d. Select the fundraiser.
Important: You can credit one fundraiser per gift, and the fundraiser must already exist as a Bloomerang user or constituent. Learn more about how to create constituents.
14. Click Add Gift to add the next row.
Tip: To fill in the same value for every row in a column (like in cases where every gift goes to the same fund or has the same acknowledgement status) click the vertical ellipsis in the column header and select Update All Rows.
15. Repeat the entry steps for each gift.
16. When you’re finished, click Continue.
17. On the Review and Submit page, you can rename your batch or use the name provided (YYYYMMDD-1).
Tip: We recommend choosing a name that's easy to find later, such as the deposit date and source.
18. Review your batch details.
19. Click Submit.
The Batch Summary page appears. On the Summary Page, you can view the batch details, print a summary, or create a report of submitted transactions.
View Submitted Batches and Batch Summaries
The Batch Gift Entry overview page lists all your Finalized and Draft batches. Archived batches appear in the Archive tab.
Important: You can edit or delete Draft batches. You can’t make changes to Finalized batches, but you can Archive or Unarchive them.
View Submitted Batches
To view a submitted batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the batch you want to view, click Actions.
Click View.
View Batch Summaries
The batch summary is a high-level overview of your submitted gifts. You can print the batch summary when submitting a batch, or access and print it later.
To view a submitted batch summary:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the batch you want to view, click Action.
Select View Summary. The batch summary page opens.
Select View.
The batch gift list opens.
Tip: Click the Amount or Constituent Name in a submitted batch to view the transaction or constituent record from the submitted batch.
Print Batch Summaries
By default, batch summaries print with totals broken down by fund. You can change the breakdown category, or choose No Breakdown to summarize without a category.
You can break a batch down by:
Fund
Campaign
Appeal
Type
Method
Acknowledgement
Single-select transaction custom fields
Single-select constituent custom fields
To print a batch summary:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the batch you want to view, click Actions.
4. Select Print.
5. (Optional) Select the Batch Breakdown dropdown and change to your desired category.
6. Click Print.
Your device’s print options menu opens.
Archive and Unarchive Submitted Batches
Archive completed batches to separate finished work from what’s in progress. You can only archive completed batches.
Batch drafts and batches that are In Progress or Pending must be submitted and fully processed before you can archive them.
Completed batches archive automatically 18 months after they’re completed.
Unarchive submitted batches to move them back to your main workspace.
Archive Batches
You can archive one batch at a time, or several at once.
To archive a single batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the batch you want to archive, click Actions.
4. Select Archive.
A Batch Archived message appears, and the batch moves to the Archived tab.
To archive multiple batches at one time:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Select the checkbox for the batches you want to archive.
Click Archive.
A confirmation message appears, and the batches move to the Archived tab.
Unarchive Batches
You can unarchive one batch at a time, or several batches at once.
To unarchive a single batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click Archived.
4. For the batch you want to unarchive, click Actions.
5. Select Unarchive.
A Batch Unarchived message appears, and the batch moves to the Batches tab.
To unarchive multiple batches:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click Archived.
For the batches you want to unarchive, select the checkbox.
Click Unarchive.
A confirmation message appears, and the batches move to the Batches tab.
Delete Draft Batches
Users with view and edit Data Tools permissions can delete batches that are in progress.
Warning: Deleting a draft batch is a permanent action and cannot be undone.
To delete a draft batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the draft batch you want to delete, click Actions.
4. Select Delete.
Warning: Deleting a draft batch is a permanent action and cannot be undone.
5. In the dialog box, confirm the draft name, then click Delete.
The draft batch is deleted and no longer appears in your batch list.
Report on Batch Gifts
You can report on gifts entered through Batch Gift Entry using the Batch Gift Job ID. You can create a new report from the Batch List Overview or the Batch Summary Page, or copy and paste the Batch Gift Job ID into a report.
Create a Batch Gift Report from the Batch List
From the Batch Gift Entry Page or the Batch Summary Page, you can start a transaction report that's already filtered to a finalized batch.
To create a report from a batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the finalized batch you want to report on, click Actions.
4. Select Create Report.
A transaction report opens with the gifts from your batch. To learn how to customize your report from there, read Report Basics: Add Filters.
Copy and Paste the Batch Gift Job ID
Copy the Batch Gift Job ID and use it to build custom reports.
To copy the Batch Gift Job ID from a finalized batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
For the finalized batch you want to report on, click the Copy icon.
4. Create or open a transaction report.
5. Click Add filter.
6. Search for and select Batch Gift Job ID.
Paste the Batch Gift Job ID you copied.
8. Click Apply.
Create, Edit, and Delete Batch Entry Templates
Create Batch Templates to save and reuse batch layouts and defaults for future entries. You can create templates from finalized batches or build them from scratch.
Create Templates from Existing Batches
When you complete a batch, you can choose to create a template from the batch summary screen. At any other time, you can create a new batch template from the Batch List or from the Archived tab.
To create a template from an existing batch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
(Optional) If the batch you want to create the template from has been archived, click Archive.
4. For the finalized batch you want to create your template from, click Actions.
5. Select Create Template.
6. Name your template.
7. Select one of the following:
Columns and Defaults Only—copies only the columns and their defaults. Gift grids are empty.
Columns, Defaults, and Gifts—copies the columns, their defaults, and all gifts entered into the batch.
8. Click Save Template.
The template appears in the Templates tab and you can use it to create new batches.
Create Templates from Scratch
You can build a template from a blank grid without starting and submitting a new batch.
To build a batch template from scratch:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click New Template.
Customize your template columns, defaults, and gifts. For instructions, read Set up Columns and Enter Gifts.
Click Save Template.
The template appears in the Templates tab and you can use it to create new batches.
Edit Batch Templates
Edit existing batch templates to keep them current.
To edit a batch template:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click Templates.
Click Actions.
Select Edit.
Select or change your columns, and enter gifts. For more information, read Set up Columns and Enter Gifts.
Click Save Template.
Your changes save to the template.
Delete Batch Templates
You can delete batch templates you no longer need. Deleting a template only deletes the template itself. Any gifts you entered using the template stay in your database after you delete the template.
Warning: Deleting a batch template is a permanent action and cannot be undone.
To delete a batch template:
In the navigation menu, click Data Tools.
Select Batch Gift Entry.
Click Templates.
For the batch template you want to delete, click Actions.
Select Delete.
Warning: Deleting a batch template is a permanent action and cannot be undone.
Click Delete Template.
What’s Next for Batch Gift Entry
Batch Gift Entry will keep getting better. We’re adding features a little at a time, and we’ll update this article as they’re released. Because this is a beta, what’s listed here might change. We’re adding the ability to:
Apply gifts to active membership payment schedules.
Create a batch by uploading a file.