Note: This is legacy functionality. The new Enhanced Gift Batch Interface leverages Gift Batch templates.
Gift batch presets allow you to enter and save information for gift batches to automatically fill in and hide information fields for gifts in a batch. For example, if I have a large number of gifts collected at an event the date of the transaction should be the same for all items. With gift batch presets I can set the date and hide the field so that I don’t have to enter it or even see it when entering the gifts into Causeview.
Each Causeview user can change and save their gift batch presets independently, but each user can only have one set of presets at a time. Presets should be adjusted before entering each batch of new gifts. Saving gift batch presets will directly impact any new gift batch items that are created after the presets are saved, including new items created in pre-existing open gift batches, but will not impact gift batch items that were saved before the presets are changed.
Open the Batch Presets tool
Click on the “Batch Presets” tab in Causeview to view your current batch presets and edit them for your new gift batch.
In this tab you will see another set of tabs, each of which will help you save presets for processing gift batches. The saved presets will be specific to your Causeview user account, and will remain saved until you change or reset them.
Some information about the individual or organization giving the gift can be set ahead of time if it is the same for every item.
For example, if all of your gifts come from residents of Toronto, the “Billing City” can be set as Toronto. If you don’t want to accidentally change the city when you are entering gift items, you can check the “Read Only” box. If you don’t want to see the billing city when you are creating gift items, you can check the “Hidden” box. This can help you to move very quickly through the text boxes on the gift items using your “Tab” key on the keyboard. If most of your items come from Toronto donors and you would like the city to be automatically filled in, but you need to be able to change the billing city for some items, type Toronto into the field but don’t check either of the boxes. When hiding information fields remember that constituent address information is required to process credit card payments.
While a lot of information can be preset and hidden, some information is required for every gift item because it helps Causeview connect the gift with the correct constituent, or because it changes for every constituent. For example, the account name cannot be set ahead of time or hidden because it is a required field - it is important for identifying constituents. The billing street cannot be entered ahead of time because it is different for every organization, but it can be hidden because it isn’t required, and doesn’t have to be entered.
Information about the gift and payment can be preset in three different areas to help you move more quickly through your batch of gifts. It will help if you process similar types of gifts at the same time - for example, a group of recurring gifts first and then a group of cash-payment one time gifts.
Because of the way recurring gift allocations are saved into Causeview, recurring gift frequency must be set for each gift batch item. Even if all of your gifts are recurring, the Frequency should be set to “None” and you can adjust it in the gift item.
Remember to check the “Read Only” box for fields that should not be edited when you are entering new gift items. Check the “Hidden” box to remove fields from the item entry page to make it quicker and easier to enter individual gifts. For example, you may want to hide all three fields for a batch that is entirely one time gifts.
The presets for the gift itself allow you to preset information about how the gift was received and the amount of the gift. For example, if I received several gifts at an event the date for all of those gifts will be the same, as they occurred during the event. The gifts may mostly be for the suggested amount of $100, but I know some individuals gave additional money so I will leave the field visible and allow it to be edited. All of the gifts were one time gifts collected in person, and the remaining fields will not be used, so I will hide them.
If you are entering many recurring gifts in a batch, the gift amount should be left blank in the presets or else you will have to re-enter the gift amount in order to save each recurring gift item in Causeview. When entering a gift amount, be careful to use only numbers, with no punctuation - “1000” rather than “1,000”.
Setting payment presets for gift batches is useful when all gifts in a batch are of the same payment type, as unused fields can be removed. For example, if all of my gifts are credit card transactions, I can preset the payment type to select credit card, and hide fields related to processing checks or cash. You may notice that several fields can be hidden but not edited, like credit card expiry date, as this information changes for each payment if it is needed, but it isn’t required if all of your payments are in cash.
The receipt presets will allow you to send a specific receipt or letter to the individuals and organizations who gave the gifts in the batch. You can also set a specific amount of the gift which is not eligible as a tax deductible contribution, or add a note.
Presetting the allocation for your gift batch items is most useful if all of the gifts are related to one appeal. Your gifts may all be in response to one direct mailing appeal, or they may have all been collected at one event. In this case the allocation and fund are likely the same for all gifts.
When you’re deciding which fields to hide and set as read only, remember that the allocated amount must match the gift amount for each gift item in the batch, as all incoming money in Causeview must be allocated. In the gift batch presets only one allocation can be specified, but within each new item additional allocations can be added. If your allocation has been set in your gift batch presets the new allocation will be a duplication of the saved information, and can only be edited if you did not check the “read only” and “hidden” boxes.
Remember that the “Package Name” should not be hidden, as it’s important for Causeview to properly save gift items. When entering the allocation amount, be careful again to use only numbers, with no punctuation - “1000” rather than “1,000”.
Once your preset information is filled in for each tab, and you have hidden the fields you don’t need to make changes to, you can save your presets with the “Save” button, either at the top or bottom of the page. If you move out of the Batch Presets tab without saving any information you have entered will be lost and must be reentered.
After saving your presets, you’re ready to create a new gift batch. Remember that you can edit and re-save your presets at any point during the gift batch process and the adjustments will come into effect for all gift items created after the change.