Gift Batches in DonorDock
Gift batches allow you to organize gifts into groups for easier entry, deposit tracking, reconciliation, reporting, and accounting. A batch may represent a bank deposit, an event, a mailed appeal, an imported file, or any other group of related gifts.
Gift batches are required when using the QuickBooks Desktop integration, but organizations can also enable them as a standalone feature without using QuickBooks Desktop.
Enable Gift Batches
An organization administrator can enable gift batches from Organization Settings.
Log in to DonorDock.
Open the Settings menu.
Select Organization Settings.
Select Features from the menu on the left.
Turn on the Use Gift Batches toggle.
Click Save.
After enabling the feature, you may need to log out of DonorDock and log back in before the Gift Batches page and related batch options appear.
Create a Separate Batch for Each Import
An additional setting, Use an isolated batch for each import, is available next to the gift batch setting.
When this option is enabled, each file uploaded through DonorDock’s import feature is assigned to its own unique gift batch. This makes it easier to locate, review, and report on the gifts created through a specific import.
Manage Gift Batches
To view and manage your gift batches:
Open the Transactions menu.
Select Gift Batches.
The Gift Batches page displays:
Open gift batches on the left
Closed gift batches on the right
Select any batch name to open a gift report containing all gifts assigned to that batch.
Gift Batch Actions
Up to five action icons appear to the right of each open batch.
Open Bulk Gift Entry
The list and pencil icon opens the bulk gift entry page for the selected batch.
From this page, you can:
View gifts already assigned to the batch
Edit existing gifts
Add new gifts row by row
Adjust which columns appear in the entry table
Set the Active Batch
The star icon sets the selected batch as the active batch.
New manually entered gifts will default to the active batch. The active batch displays a filled blue star. Other open batches display an outlined star.
Only one batch can be active at a time.
Edit Batch Settings
The pencil icon opens the batch settings.
You can edit the batch name and establish default values for fields such as:
Gift date
Deposit date
Transaction type
Payment method
Campaign
Appeal
Fund
Giving page
These fields are optional. When default values are entered, they automatically prefill on gifts added through the batch’s bulk gift entry page. This can save time and help maintain consistent coding across the batch.
You can still change these values on individual gifts when needed.
Close a Batch
The padlock icon closes an open batch.
Closing a batch can be helpful after all gifts have been entered, reviewed, deposited, or reconciled.
Once a batch is closed, it cannot be reopened.
Delete a Batch
The trash can icon deletes a batch.
A batch can only be deleted when no gifts are assigned to it. If the batch contains gifts, those gifts must first be moved to another batch before the batch can be deleted.
Add Gifts to a Batch
When creating a new gift manually, the current batch information appears at the top of the gift creation panel.
From this section, you can:
View the active batch
Assign the gift to a different open batch
Close the current batch
When gift batches are enabled, confirm that the correct batch is selected before saving the gift.
Enter Gifts in Bulk
The bulk gift entry page allows you to quickly enter multiple gifts into the same batch using a grid-style table.
To open bulk gift entry:
Go to Transactions.
Select Gift Batches.
Find the appropriate open batch.
Select the list and pencil icon.
You can move through the entry table by pressing the Tab key. Each row saves when you tab out of the final column or select the Save icon for that row.
To change the fields displayed in the table, select the Columns icon on the right side of the page. You can then add or remove columns based on the information you need to enter.
Default values established in the batch settings will automatically populate in the applicable columns.
Find Gift Batches in Reports
Gift reports can be filtered by batch and can include batch information as report columns.
Filter a Gift Report by Batch
Open or create a gift report.
Locate the main report filters.
Find the Batch Name filter beneath the gift date filters.
Select the batch you want to review.
Generate or refresh the report.
The report will display only gifts assigned to the selected batch.
Add Batch Columns to a Report
After generating the report:
Select the Columns option on the right.
Search for Batch ID or Batch Name.
Add the desired columns to the report.
The two fields serve different purposes:
Batch ID is the unique numerical identifier assigned by DonorDock. Batch IDs increase as new batches are created and cannot be edited.
Batch Name is the editable name established by your organization. You can use any naming format that works for your internal processes.
For example, a batch name could include the deposit date, campaign, event, payment source, or staff member responsible for processing the gifts.
Otto Tips
📝 Use clear batch names. Choose a consistent naming format that makes each batch easy to recognize.
⚙️Set defaults before entering gifts. Adding shared information, such as the fund, campaign, payment method, or gift date, to the batch settings can reduce repetitive data entry and improve consistency.
⭐ Check the active batch. Before entering gifts manually, confirm that the filled blue star appears next to the correct batch.
📂 Use isolated import batches. Enabling a separate batch for each import makes it easier to review imported gifts and identify which records came from a particular file.
🔒 Review before closing. Confirm that all gifts have been entered and coded correctly before closing a batch. Once a batch is closed, it cannot be reopened.