InterChange. Revenue 100 Manual. The Salvation Army Southern Territorial Headquarters 2018 InterChange University

Transcription

1 InterChange Revenue 100 Manual The Salvation Army Southern Territorial Headquarters 2018 InterChange University

2 Table of Contents 5: Revenue 100-Batching Revenue... 3 The Purpose of Batching... 4 An Overview of Batching... 5 Revenue Applications... 6 Batching Remit Slips... 8 Batching Undesignated White Mail The Constituent Window Batch Template Icons Pledges Opportunities Editing a Batch Commit a Batch Managing Batch Errors/Messages Row Messages Dealing with Exceptions Customizing fields for a batch template Batch search Search box Batch Search button Revenue on Constituent Records Appendix: Additional Batching Skills How to Search for a Designation Pledges and Recurring Gifts How to Edit Installments How to Split Designations How to Edit Payments How to Add a Tribute InterChange University 1

3 How to Add a Matching Gift How to Add Recognitions How to Add, Edit and Delete a Note Exporting Batch Templates Job Aids InterChange University 2

4 5: Revenue 100-Batching Revenue Overview: In this intermediate class designed for Donor Services professionals, users will learn the start-tofinish process of batching revenue into InterChange. Users will learn how to locate and search for the appropriate revenue batch template, batch a variety of different payments into InterChange (such as remit slips, undesignated white mail, pledge and opportunities), edit uncommitted batches and constituent records from the batch screen, manage error messages, and locate batched payments on constituents records. Assumptions: The exercises in this manual are intended to be used for practice after one completes Revenue 100 class. These exercises are to be performed in, and assume you have access to, the InterChange Sandbox. Lesson Objectives: o Determine the correct batch template to use o Access the batch entry screen o Batch a remit slip into InterChange o Batch undesignated white mail into InterChange o Connect batched payments to opportunities and pledges o Connect batched payments to specific recognition parameters, matching gifts and tributes o Understand the use of and edit field requirements in a batch template o Edit an uncommitted batch o Manage error messages o Commit batches o Locate batched payments on constituents records o Conduct a batch search o Deal with exceptions 2018 InterChange University 3

5 The Purpose of Batching Revenue Batching is an efficient way to enter in a large amount of information all at once into InterChange. Rather than entering in payments one at a time (which would take forever), batching allows you to enter in a bunch of payments simultaneously into the system. When you batch donations into InterChange, it then updates all of the constituents revenue records as well. Batching is a complex technical process, but one that, most likely, you ll find to be fairly simple to complete. Because batching is related to our revenue information in InterChange, it helps us figure out the success or failure of appeals, marketing campaigns and other fundraising efforts. It also provides us with essential information about the constituents who are making donations to TSA and those who are not. Revenue that is batched into InterChange gives us an idea of every corps financial situation. Therefore, accurate batching is extremely important! Your lockbox vendor probably batches in most of the donations your corps receives from direct marketing campaigns. Different corps have different agreements with their lockbox vendors-some corps may agree to batch in all donations that are given via credit card and other corps may batch in remit slips from marketing appeals (more on what remit slips are in a minute). At some point, regardless of the agreement you have with your lockbox vendor, you re going to receive donations from constituents that you re going to have to batch into the system. So let s get started! You can batch more than revenue! Did you know that you can batch more than revenue into InterChange? You can batch in constituents, event registrants and volunteers as well! In this class, we ll only be talking about how to batch revenue into our CRM but know that the batching process can be used for other things too InterChange University 4

6 An Overview of Batching Revenue Below is a pictorial representation of how the batching process works. First, you must add a batch template from the Uncommitted Batch template screen. Then, you ll enter in the donations (also called payments throughout this manual). You ll update your projected totals, validate the batch and then commit it. Add an uncommitted batch template Enter revenue into the batch template Update projected totals Validate the batch Commit the batch Uncommitted doesn t count Committing a batch in InterChange is the final stage in the process and subsequently, the stage at which InterChange officially retains any revenue information entered onto a batch template. The revenue information in uncommitted batches isn t recognized by the system and, therefore, will not count towards any revenue data until it is committed. Something you ll notice when you start entering revenue onto batch templates is a field entitled Application. On a batch template, the word application refers to revenue application, or, in simpler words, the type of gift received. See the chart on the next page for a list of the types of revenue applications we have here at The Salvation Army and how we define each one InterChange University 5

7 Revenue Applications Revenue Revenue Application Donation Pledge Recurring Gift Matching Gift Claim Event Registration Membership Planned Gift Other Definition A donation is a single, one-time payment in the form of a gift to The Salvation Army. A pledge is a promise to make a specific total amount donation that can be paid in single or multiple payments. A recurring gift is a set amount of revenue donated at specified intervals. Recurring gifts are similar to pledges. They are paid in installments and the constituent agrees to contribute a certain amount over an extended period of time. However, recurring gifts do not require a fixed end date. Once you create the recurring gift record, you can apply payments each time your organization receives the revenue. A matching gift claim represents a constituent s claim that an organization will make a donation based on revenue given by the constituent. A payment may be applied toward a registration fee for an event. A payment may be applied toward a membership registration or renewal fee. A planned gift is a philanthropic gift that is funded either during the donor s lifetime or after his or her death. The gift is part of a larger estate-planning process in which the donor decides how certain assets will be distributed. Use Other to apply a payment that is a non-charitable, nongift payment that does not count in fundraising totals. When you select the application of Other, you also select the type of revenue in the Other type field. The InterChange system administrators configure the selections available in this field InterChange University 6

8 Another term you ll see that you may not be familiar with is Inbound Channel. This refers to the way the constituent chose to make the donation, whether it be by mailing a check (in which case the inbound channel would be mail ), dropping the donation off at a corps office (in which case the inbound channel would be Face to Face ) or by calling into the phone number they saw advertised on a commercial (in which case the inbound channel would be 800-SAL-ARMY). The possible Inbound Channels are: 800-SAL-ARMY Angel Tree Batch Donation facility EFT Face to Face Kettle Mail Online Bill pay Special Event Telemarketing Web Donation There are also several payment methods the constituent can chose when giving us a gift. Payment methods include: o o o o o o o o o Cash Check Credit Card Credit Card-last 4 digits Direct Debit Stock Property Gift-in-Kind Other 2018 InterChange University 7

9 Batching Remit Slips Revenue Remit slips are the paper slips that constituents sometimes will return with their donations. These slips are usually sent out with direct marketing campaigns and, therefore, will usually be sent to and batched into InterChange by your lockbox vendor. At some point, however, you may need to batch in a donation received from a remit slip because a donor may drop it off to you instead of mailing it or because a donor may accidently mail it to your office rather than send it to the return address on the slip. Although a remit slip is small, it contains a ton of information. Each set of letters and numbers on the bottom of the slip (called the scan line) gives us important clues about where this remit slip came from and where the donation will go to. See the picture below to find out what each of these codes on this slip stands for. This is the Finder number. Typing this into the Finder number field in a batch template will allow the system to fill in information about the constituent on the template, so that you don t have to enter it in manually. This is called the Source code. It gives us information about the appeal and campaign from which this slip came. This allows us to track how well certain direct mail campaigns did at bringing in revenue. This is the revenue geocode, or, in other words, the place that will receive the constituent s donation InterChange University 8

10 1. To batch in a remit slip, first go to the Revenue functional area and click Batch entry. 2. When the Batch Entry screen opens up, you ll see two tabs: Uncommitted Batches and Committed Batches. You ll want to be under the tab entitled Uncommitted Batches InterChange University 9

11 3. In order to batch, you ll have to add a batch template. To do this, click on the Add button. Click Add, not Batch templates When batching in new donations, make sure to click the Add button under the Uncommitted Batches tab. There is also a Batch templates button on the left-hand side of your screen, but that s not the button you ll need. This can be kind of confusing when you first learn this process so just try to remember that you re adding an uncommitted batch, you re not adding a batch template. 4. The Add a batch box will appear. From here, you can choose which Batch template you d like to use by clicking on the drop-down menu and picking the appropriate one InterChange University 10

12 5. All you really need to do once you choose your Batch template is to add a description if you wish and click Enable auto-save. Don t modify the batch number or owner and leave the Projected # and Project amount fields blank. Then, click Save. 6. Your batching template will now open up and you can begin batching. Note that there are two tabs on this batch template screen: Main and Revenue. When the template opens up, as you can see from the picture above, you aren t able to see all of the columns and fields yet, so it s best to maximize this screen by clicking on the maximize button InterChange University 11

13 Batch template icons Batching area Constituent Window 7. There are three main areas of a batch template. Near the top of the screen is the first area, where you will find icons that relate to different batch functions (more on this in a minute). The second area, in the middle, is where you will batch in revenue and pertinent information about the donors. The third area, near the bottom, is called the Constituent Window, and this area allows you to see the current information in InterChange about the constituent whose gift you are batching in. Pay attention to the Constituent Window As you re entering in donations from constituents, make sure to check the Constituent Window to ensure that accurate constituent information is in InterChange. Sometimes constituents will update their addresses, phone numbers and name spellings on their remit slips and checks. If they do, you can update the constituent s information by clicking on the Edit button at the top of the Batch template InterChange University 12

14 8. Because each remit slip has a finder number on the bottom, all you have to do is enter that number into the field on the batch template entitled Finder number and information about the Appeal and Constituent will automatically be populated. You will, of course, have to enter in information about the donations manually (such as date, payment type, etc.) but having a Finder number makes this process faster. *For information on how to update your projected totals, validate your batch and commit it, see the appropriate sections in this manual.* Batching Revenue Capital campaign donations, major giving donations and white mail are the other revenue sources that are batched into InterChange. Although the Salvation Army Southern Territory has contracted the Lockbox vendor to process white mail, occasionally, the need will arise to batch in this type of revenue. Undesignated white mail (or WM U) refers to donations that are not directly tied to a direct marketing campaign. Here s how to batch in these types of revenue: 1. First, go to the functional area Revenue and click on Batch entry InterChange University 13

15 2. Click on the Add button under the Uncommitted Batches tab. 3. The Add a batch box will then open up. Choose the batch template you need from the drop-down menu, fill in a description of the template (if you d like), and then click Save InterChange University 14

16 4. Your batching template will now open up and you can begin batching. Note that there are two tabs on this batch template screen: Main and Revenue. When the template opens up, as you can see from the picture above, you aren t able to see all of the columns and fields yet, so it s best to maximize this screen by clicking on the maximize button. Batch template icons Batching area Constituent Window 5. There are three main areas of a batch template. Near the top of the screen is the first area, where you will find icons that relate to different batch functions (more on this in a minute). The second area, in the middle, is where you will batch in revenue and pertinent information about the donors. The third area, near the bottom, is called the Constituent Window, and this area allows you to see the current information in InterChange about the constituent whose gift you are batching in InterChange University 15

17 6. Let s talk about this middle section first. This is where you will be batching in the revenue you ve received and entering in all of the required information about the constituents and their payments into the batch template. Batch templates are created by the Support Services Team and are customized based on your corps needs. Although batch templates vary from corps to corps, there are similar fields that will need to be completed for each one. a. Appeal: For capital campaigns, the appeal name is the fiscal year followed by CC (space) U. For example, the capital campaign appeal name for fiscal year 2019 is 2019 CC U. For undesignated white mail, the appeal code is the fiscal year followed by WM (space) U. For example, undesignated white mail from the fiscal year 2018 will have the appeal code: 2018 WM U. It is possible that you may need to apply the revenue to an appeal other than capital campaign or white mail. Contact InterChange Support Services for assistance in choosing the correct appeal name to use. b. Constituent: If the constituent is already in InterChange, when you type the constituent s name into the appropriate field, InterChange will search for all constituents with that name and you will be allowed to choose the correct person from the Results Grid. If the constituent is not in InterChange, you can add him/her by clicking on the Add button in the Results Grid. (You learned how to do this in Constituents 101) c. Date: The date of the gift. d. Amount: The amount of the gift. e. Payment Method: You must choose whether the constituent gave the donation via cash, check, credit card, etc. f. Designation: The Designation of a payment is states to which located the donation will go. Sometimes this will be already pre-populated on a batch template and other times you ll need to add it in or change it due to a donor s request. See the appendix of this manual for instructions on how to enter in or change a designation on a batch template. a. Opportunity: If the constituent is a prospect with an outstanding opportunity (they ve agreed to make a large donation to The Salvation Army) and you receive this donation to batch in, you can actually apply this donation to the prospect s opportunity by 2018 InterChange University 16

18 clicking on the drop-down menu in the Opportunity field. More information on how this process works can be found in the Opportunities section of this manual. The Constituent Window Once you enter the constituent s name into the Constituent field, you will see his/her information appear below, in the Constituent Window. Notice the information you can access from the constituent window: The constituent s Individual information The constituent s Household information 2018 InterChange University 17

19 The constituent s Business information (if applicable) Information on the revenue the constituent has given to TSA Pay attention to the Constituent Window As you re entering in donations from constituents, make sure to check the Constituent Window to ensure that accurate constituent information is in InterChange. Sometimes constituents will update their addresses, phone numbers and name spellings on their remit slips and checks. If they do, you can update the constituent s information by clicking on the Edit button at the top of the Batch template. Batch Template Icons As pointed out previously, at the top of a batch template are a series of icons. Let s look at the icons under the Main tab first Press these buttons to Save your batch template or to Save and close it. 2. Click this button if you d like to export the information you ve batched in to an external document, like Microsoft Excel. 3. If you d like to edit constituent information (ie: You notice that a constituent s phone number has been updated), click this button. It will direct you to an Edit box where you can edit the constituent s individual, household and business information. 4. Click this button to go to the constituent s record. 5. Use these buttons to change the properties of the batch template or to customize the fields that show up on the template. 6. Here are the buttons you will need to click when you are ready to update your projected totals and validate your batch. 7. Here is where you can manage you messages on your batch template. Using the respective icons, you can set a row message, show all messages, and clear error messages. *Clearing an 2018 InterChange University 18

20 error message does not mean that you have fixed the error. It only clears the message from your template. To learn more see the Managing Errors section in this manual* Now let s take a look at the icons under the Revenue tab. As you can see, there are four categories into which icons are placed: Payment, Pledge and recurring gift, Revenue Details and Note. We ll go through each icon in order. *Please note that not all icons are used at The Salvation Army. Therefore, in this manual we ll only discuss the ones we use. See the appendix of this manual for more information on what happens when you click an icon. Icon Description You ll use this icon if you d like to manually apply a gift to an outstanding opportunity or pledge. *However, please note that if the pledge/opportunity has already been set up in InterChange, this process happens automatically on the batch template. You ll use this icon if you need to edit the installments of someone s pledge or recurring payments. Sometimes a donor will require that their gift be given to more than one place. In these cases, you will use the Split designation icon to indicate which places get to split the gift. If you d like to change information about a payment, you can do so by clicking on this icon. To connect a gift to a Tribute, click this icon. To set up a matching gift condition, use this icon. To give recognition for a gift, click this icon InterChange University 19

21 Icon Description Sometimes you may need to add a note about a payment. Click this icon to do this. To edit a note you ve entered, click the Edit note button. To delete a note you ve entered, click the Delete note button. Pledges A pledge is a donation a constituent has promised to give to TSA, usually in timely installments. If a constituent already has a pledge schedule set up in InterChange, the system will automatically pull up the pledge when you batch in a payment from that particular constituent. For example, if constituent Abiah Gujjari has agreed to give a $5 pledge to The Salvation Army every month and you enter his name into a Batch template, InterChange will recognize that this donation may be part of his fulfillment of his pledge and therefore will then pull up the Apply to commitments screen. From this screen, you can choose whether or not to apply this donation to the constituent s pledge. If the donation is less than or equal to the pledge, enter the correct dollar amount into the Payment 2018 InterChange University 20

22 amount field and click OK. If this donation is not part of the constituent s pledge (for example, if it is an additional donation), just click the Cancel button and continue batching as normal. If the constituent is making a donation larger than the original agreed upon amount, type the amount given into the Applied Amount filed. Then, choose how the constituent would like this overpayment applied by choosing the correct option from the drop-down menu (for example, should it be applied to the future pledge installments.) Once you connect a payment to an existing pledge, a little green arrow will appear inside the payment field. This arrow indicates that this payment has been applied to a commitment of some type. Opportunities Opportunities are large donations that a prospect manager is working with a prospect to obtain. Name of prospect You ll notice that on your batch template, there is a field entitled, Opportunity. When you enter in a prospect s name into the batch template, InterChange recognizes that the donation you re about to batch in may be related to this prospect s opportunity (or opportunities, as some prospects have 2018 InterChange University 21

23 more than one). InterChange then puts all of those opportunities into a drop-down menu underneath the Opportunity field. When you click on the drop-down menu in the Opportunity field, you can then choose which opportunity you d like to apply this donation to. You ll see the opportunity you ve chosen appear in the Opportunity field. Once you commit this batch, InterChange will update the prospect s record to show that he/she made their promised donation. Opportunities Over and Under If a prospect makes a donation under the amount or over the amount of the opportunity already in InterChange, the system will automatically update the Opportunity record and record how much the prospect gave. If the amount is under or over the amount promised, InterChange will process the payment and the amount the prospect has given can be found on the Opportunity record, under the Associated Revenue tab InterChange University 22

24 Update Totals/Validate Batch 1. Once you ve entered in all of the revenue, you ll then need to update your projected totals. To do this, click on the Update projected totals button. Doing this tells InterChange to add up all of your revenue and the number of gifts you ve entered. A small box, like the one pictured above, will appear when this process is complete. Click OK. 2. Next, you ll need to validate this batch so click the Validate button. This step asks InterChange to search for any possible errors within your batch. *If there are errors, see the section of this manual entitled, Managing Error Messages to figure out what to do. * 2018 InterChange University 23

25 Another box will appear when this process is complete. Click OK. Now your batch template is almost ready to commit! You can only edit Uncommitted Batches If you re not sure whether or not you ve batched in revenue correctly, it s a good idea to Save and Close the batch. Just don t forget that it s still there, waiting to be committed! You can always come back to it later and edit it. Once you commit a batch, however, all constituent records will be updated with the revenue information you ve batched in and your batch template cannot be edited. Editing a Batch If you need to edit a batch, go to the Uncommitted Batches tab and find your batch. Next, click on the little drop-down menu next to the name of the batch and a series of buttons will appear underneath it. Click Edit batch. Now your batch template will open up and you can edit whatever you need to. Remember to Save any changes that you make. If you need to delete this uncommitted batch template, you can do so by clicking on the Delete button underneath the drop-down menu InterChange University 24

26 Commit a Batch Revenue When your batch is complete, you are now ready for the final stage in this process-committing it! Here s how you commit a batch: 1. Save and close your batch template (if you haven t already). Then find your batch in the list of batches under the Uncommitted Batches tab. 2. Click on the little drop-down menu next to your batch template name to open up a series of icons underneath it. Then click the Commit button InterChange University 25

27 3. The Commit parameters box will appear. Just click Save. 4. A screen will then appear with two sections: Batch commit process parameters and Batch commit status. You don t need to do anything here, except wait for InterChange to update its records. When you see the Status as Completed, this means your batch is complete! 2018 InterChange University 26

28 5. You will now see the batch you committed under the Committed Batches tab. Be careful what you commit! Once you commit a batch, InterChange processes all of the revenue you ve entered into your batch template onto constituent records and updates the database accordingly. Once you commit a batch, you cannot go back and change it. Deleting a committed batch does not erase what has been committed; it just removes the batch from the Committed Batches list. Fixing errors made once a batch is committed are extremely costly, in terms of both time and money, so please make sure that the information in your batch is accurate before you press the Commit button! Managing Batch Errors/Messages At times, InterChange will not allow you to commit your batch because there will be errors in your batch that you will need to fix before you can continue. If a field on the batch template is set as Required and you do not fill it in, InterChange will alert you to this by putting a little red mark in the upper right-hand corner of the required field InterChange University 27

29 A little red circle with a white X inside of it will also appear at the beginning of the row. This is to alert you that there is an error within the row that needs to be corrected. When you click on this icon, InterChange will then display information about the error so that you know what to correct. In the example above, the error referred to is a missing date. Two other icons that indicate important information on a batch template are: = This is a potential duplicate constituent =There s a message in this row from the person who batched in this revenue Row Messages There are basically only two types of messages that you will see on a row in a batch template: 1. Error messages 2. Messages you set to give others important information about the revenue/constituent Once you fix an error on your batch template, the error message will disappear. DO NOT use the Clear all button to remove error messages. Once you click this button, your errors will disappear visually from your batch template but will remain unfixed. It s best to just figure out where your batch error is, fix the error and let InterChange automatically remove the message rather than clearing them yourself and then later trying to figure out what you need to fix. Error Messages prevent some Exceptions Most of the time, InterChange will warn you if you try to commit a batch that contains errors. That s why it s best to use the error message buttons to help you fix your mistakes and then proceed with the batching process. If you commit a batch that contains errors, exceptions batches will be created. At times, you may want to give information about a certain constituent or a particular piece of revenue that you ve batched into the template. For example, you may want to make a note that others can read if you ve connected a payment to a prospect s opportunity or if a constituent has requested his/her donation be made to a designation that is not his/her typical designation. In these circumstances, you can set a row message InterChange University 28

30 1. To set a row message, first make sure you have selected the row in which you d like to leave a note. You ll know which row you ve selected because the number and the little box next to the number will be highlighted. 2. Then click the button Set row message. 3. Enter in the message in the Set message for row box and click OK. 4. You will now see the row message icon appear at the beginning of the row, indicating to others that a message awaits them about this constituent and/or the payment. To view the row message, just click on the icon InterChange University 29

31 5. Just like with other batch messages, clicking on the icon will reveal the row message. 6. To clear the row message, just click on the message icon, and then click the Clear row message InterChange University 30

32 Dealing with Exceptions Revenue At times, you may commit a batch that has exceptions. Exceptions are records that failed to be processed when you batched, which means that these records did not update any of the constituent s revenue information because there was an error of some kind. When there are exceptions in a batch, you will see these listed when you commit your batch. Exceptions are transferred to another uncommitted batch so that you can go in and resolve them. An exception batch can be found under the Uncommitted Batches tab. When you click on the dropdown menu next to the exception batch s name, you will see some essential information about the problems that were present in the batch, such as how many errors occurred when InterChange tried to process it. Clicking on the Edit batch button will let you fix the batch errors InterChange University 31

33 Once you open the exceptions batch, you will see the errors and their respective messages that prevented these entries from going through. The error message will tell you what you need to fix. Once you ve remedied the batch, you can Save and close it and then commit it. When your Exceptions are Exceptionally Difficult call the Support Services Team for assistance. If you ve already tried to fix the errors in your batch template and your batch still is creating exceptions, it s time to seek support from our Support Team InterChange University 32

34 Customizing fields for a batch template Although the InterChange Support Services Team will be creating your batch templates for you based on your individual corps needs, you still have the ability to do some customizations within your template. Mainly, you can make certain fields Hidden (so that users cannot see certain fields when they enter in information on a batch template) and you can make certain fields Required (so that users have to enter in this information before they can commit the batch). There are two ways to customize these fields. 1a. The first way you can customize fields is from the Add a batch box. There s a tiny little box here called Field options. Clicking on this will take you to the customization menu. 1b. The second way you can customize fields is from the batch template itself. Once you open up a batch template, you can click on the Customize fields button and you ll be redirected to the customization menu InterChange University 33

35 2. Whichever way you choose, you ll end up in the same place: the Customize fields for batch box. To make a field Hidden or Required, first click on the appropriate field so that it is highlighted. 3. Then click Hidden or Required (depending on what you want to do with this field.) 2018 InterChange University 34

36 4. You ll see your fields marked appropriately. Once you have everything set up, click Save to retain your changes on your batch template. Batch search The lists of uncommitted and committed batches can get quite long. To save yourself the time of scrolling through rows and rows of batches, you can use the search feature to locate a batch more efficiently. There are two ways to search for batches: 1. By using the Search box on the Batch entry screen 2. By clicking the Batch search button and 2018 InterChange University 35

37 Search box Once you go to the Batch Entry screen, you will see a Search box located directed under the light yellow filters box. From here, you can search for a batch using any column criteria (for example, by its name, owner, category, date, etc.) Searching for Batches The process used for searching for Uncommitted Batches and Committed Batches is identical. Batch Search button You can also search for a batch using the Batch search button InterChange University 36

38 Clicking on this button will open up the Batch Search box, where you type in the search criteria you desire (such as Batch number, Batch type, etc.).click Select to bring up results. Choose the batch you need from the Results Grid, click Select and then your Batch template will open up InterChange University 37

39 Revenue on Constituent Records One of the coolest things about batching is that it updates constituents revenue information in bulk. Once you commit a batch, you will see the revenue you batched in added to all of the constituents records. This information is located under the Revenue tab on the constituent s record. Once you commit your batch, you will see that InterChange has updated the revenue on each constituent s record. Each payment amount is a blue hyperlink (see the yellow arrow). If you click on the blue hyperlink, it will take you directly to the home page of the Payment (and yes every payment has its own home page in InterChange!) 2018 InterChange University 38

40 Appendix: Additional Batching Skills How to Search for a Designation 1. Click inside of the Designation field. You will see a drop-down menu arrow icon and a magnifying glass icon. Click on the magnifying glass. 2. When the Designation Search box opens up, type in the name of the city you re looking for with asterisk signs both in front and in back of the city name. For example, if you were searching for the alphanumeric designation code for the city of Atlanta, you d type *Atlanta* into the search box and then click Search InterChange University 39

41 3. When your results appear, choose the correct designation from the list and then click Select. 4. Now you ll see the Designation filled in with the correct alphanumeric code on the batch template InterChange University 40

42 Pledges and Recurring Gifts How to Edit Installments When a constituent agrees to make payments on a timely schedule (for example, a monthly pledge), the installment (payment) schedule is set-up in InterChange. You can edit the amount and dates of the payments in a batch template by clicking on the button. The Installment schedule box will then open up. From here you can edit dates, frequency, installment amounts, then number of installments and the designation to which the payments go. Edit information and click OK to save your changes. How to Split Designations If a constituent requests that his/her gift go to multiple designations, you can click on the button in a batch template InterChange University 41

43 When the Split designations box opens up, you can assign different amounts or percentages of the gift to go to different Designations (see the section in the appendix entitled, How to Search for Designations if you don t already know how to do this). You can use the Distribute evenly button, if the constituent wants the gifts equally divided among designations. Click OK to save your changes. Splitting Designations limitations When you split designations in InterChange, the constituent s payment does not automatically get transferred to the respective banks. Splitting designations in InterChange is for recordkeeping purposes; the actual transferring of money to different places will still need to be completed by the assigned financial person. How to Edit Payments Click the button in the batch template if you need to change information about a constituent s payment. For example, if a constituent requested to change their monthly pledge amount from $5 to $10 and you are now batching in a $10 check InterChange University 42

44 From the Payment for x box, you can edit the payment amount. Click OK to save your changes. How to Add a Tribute Revenue Details If a constituent requests that a payment be used as a tribute to someone else (ie: such as In Memory of or In Honor of), you can add a tribute from the batch template by clicking on the button. The Tribute will need to be a constituent in InterChange so if he/she is not, you can add them in from the Results Grid. (You learned how to do this in Constituents 101) The Tributes box will open up. Notice that a gift can be applied to multiple tributes. Click OK to save your changes InterChange University 43

45 How to Add a Matching Gift When you click on the button, you can add a Matching gift claim to InterChange. *It is advised that you do not batch in a promised matching gift until you actually receive it, however, if an individual or business promises a matching gift, you can enter the claim into InterChange. From the Add matching gift claims box, you can add several matching organizations or individuals. *Please note, these organizations and individuals must already be constituents in InterChange. If they are not, you can add them in from the Results Grid (you learned how to do this in Constituents 101). Click OK to save your changes InterChange University 44

46 How to Add Recognitions Requests to add recognitions for gifts can also be done in the batch template. Click on the button. From the Recognitions box, you can determine who gets what kind of recognition for which amount of the gift. Click OK to retain your changes InterChange University 45

47 How to Add, Edit and Delete a Note Revenue If you d like to add a note about a payment, you can do so by clicking on any column in the row of the constituent s payment and then clicking the button. Choose your note s type and date, give it a title, type in your note, and then Save. To edit or delete a note, click on any column in the row where you ve added a note that you need to change and then click on the respective or buttons. Where s my Note? When you add a note from the batch template, the note actually goes onto the Payment s Home page, under the Documentation tab. It does not go under the Notes section on the constituent s record. To view any notes that are made about payments, one can click on the payment s hyperlink under the Revenue tab on the constituent record. You will then be redirected to the Payment s Home Page InterChange University 46

48 Notes made about payment s on a batch template show up on the Payment page, under the Documentation tab. Exporting Batch Templates You can export both committed and uncommitted batches to an external CSV document. To do this, open up your batch. Then click the Export button. InterChange will automatically download the information in your batch into a CSV document. This document can be found wherever your computer stores its downloads InterChange University 47

49 Job Aids-Revenue 100 Revenue How to Batch in Revenue 1. First, go to the functional area Revenue and click on Batch entry. 2. Click on the Add button under the Uncommitted Batches tab. 3. The Add a batch box will then open up. Choose the batch template you need from the drop-down menu, fill in a description of the template (if you d like), and then click Save. 4. Your batching template will now open up and you can begin batching. Batch in the payments and their required information. 5. Update your projected totals. 6. Validate the batch. 7. Save and close it. 8. Find your batch in the list of Uncommitted Batches and Commit it. How to Batch in a Pledge 1. First, go to the functional area Revenue and click on Batch entry. 2. Click on the Add button under the Uncommitted Batches tab. 3. The Add a batch box will then open up. Choose the batch template you need from the drop-down menu, fill in a description of the template (if you d like), and then click Save. 4. Your batching template will now open up and you can begin batching. 5. When you type the name of the constituent who has a pledge commitment set up in InterChange, the Apply to Commitments box will then automatically open up. 6. Type in the payment dollar amount into the Payment amount field if the payment amount is equal or less than the commitment. Click OK to commit this payment to the pledge. 7. If the payment dollar amount is more than the commitment, type in the payment amount into the Applied amount field. Then, in the Overpayment field, choose how you d like this excess amount of money to be applied (for example, to the next pledge installment). Click OK to commit. 8. A little green arrow will appear in the amount field on the batch template if you ve correctly applied the payment to the constituent s pledge. 9. Update your projected totals and validate the batch. 10. Save and close it. 11. Find your batch in the list of Uncommitted Batches and Commit it InterChange University 48

50 How to Batch in an Opportunity 1. First, go to the functional area Revenue and click on Batch entry. 2. Click on the Add button under the Uncommitted Batches tab. 3. The Add a batch box will then open up. Choose the batch template you need from the drop-down menu, fill in a description of the template (if you d like), and then click Save. 4. Your batching template will now open up and you can begin batching. 5. When you type the name of the constituent who has an opportunity set up in InterChange, the opportunity will show up in the drop-down menu in the Opportunity field on the batch template. 6. Choose the appropriate opportunity from the drop-down menu. 7. You will now see the amount and the opportunity populated in the Opportunity field. 8. Update your projected totals. 9. Validate the batch. 10. Save and close it. 11. Find your batch in the list of Uncommitted Batches and Commit it. How to Edit a Batch 1. Find you batch template in the list of batches under the Uncommitted Batches tab. 2. Click on the small drop-down menu to the left of the batch name and a series of icons will appear at the bottom. 3. Click the Edit button. 4. Your batch template will now open up and you can edit it. How to clear an error message 1. Click on the error icon. 2. Read the error message. 3. Fix the error. How to set a row message 1. Click on row in which you d like to set a message. 2. Click the button Set row message. 3. Type your message and then click OK InterChange University 49

51 4. You ll see the row message icon if you ve set up a row message correctly. How to Deal with Exceptions 1. Find your Exception Batch (this will be in the batch list under the Uncommitted Batches tab). 2. Click on the little drop-down menu next to the batch name. You ll see a series of icons appear underneath the batch name along with information about the exception errors. 3. Click the Edit batch button. 4. Your exception batch will then open up. You will see the error icon wherever an error has occurred. 5. Click on the error icon to open up the error message. 6. Fix all errors, save and close and then Commit the exception batch. How to Customize Batch Fields 1. From the Add a batch box, click on the button Field Options or click on the button Customize Fields once you open up a batch template. 2. From the Customize fields for batch click on the field you d like to select, then click Hidden or Required. 3. Click Save to retain your changes. How to Search for a Batch 1. You can search for a batch by typing in the search criteria into the Search box on the Batch Entry screen or by clicking the Batch Search button. 2. Type your search criteria into the respective fields and then click Enter or Select. How to Search for a Designation 1. In the Designation field, click on the magnifying glass icon. 2. When the Designation Search box opens up, type in your city name with an asterisk before and after the city name InterChange University 50

52 3. Click the Search button. 4. A list of possible designations for the city you type in will appear in the Results Grid. Click on the correct one, then click Select. 5. You will now see the Designation populated in the field on your batch template InterChange University 51