Transaction Batches: Manual Donation Entry for Cash and Check Gifts
Every Sunday, churches receive a mix of giving: online card and ACH donations flow in automatically, but cash and paper checks still arrive in the offering plate. Someone has to record those gifts, assign them to donors and funds, and ensure they appear in your giving reports alongside your online transactions. For many churches, that used to mean spreadsheets, handwritten logs, or separate systems that never quite synced with the rest of their giving data.
One Place for All Your Giving
Transaction Batches in OnlineGiving.org give you a structured way to enter cash, paper checks, and non-cash asset donations directly into your giving platform. Instead of maintaining separate records, you create a batch for each deposit period—for example, “Sunday 03/15/2025 Cash” or “Wednesday Offering Checks”—and add each gift as a transaction. The system matches donors to your existing database, assigns funds and sub-funds, and creates donation records that flow into your reports, statements, and ChMS (Church Management System) integrations.
Whether you process a handful of cash envelopes after a single service or dozens of checks from a multi-campus weekend, batches keep everything organized. Each batch has a name, date, total amount, and control amount for reconciliation. You can filter by batch type (cash, check, non-cash asset), view transactions, edit batch details, and export data for accounting. The result is a unified giving history that includes both online and manually entered gifts.
Quick Entry: Fast, Accurate Data Entry
The Quick Entry app is where you add transactions to a batch. You choose the batch type (cash, check, or non-cash asset), enter donor information (or search for an existing donor), assign the amount and fund, and optionally split a single gift across multiple funds. For checks, you enter routing and account numbers and check number for record-keeping. For non-cash assets, you specify the asset type, name, quantity, and description. The system validates your entries and ensures the batch total matches the sum of all transactions before you commit.
Donor matching is smart: you can search by name, email, or even routing and account number for repeat check donors. If your church uses a ChMS integration (Ministry Platform, Rock RMS, Planning Center, and others), Quick Entry can search your ChMS for contacts who may not yet exist in OnlineGiving.org. When you add a new donor, the system creates a user record and can link it to your ChMS. Once a batch is committed, donation records sync to your ChMS just like online gifts.
From Batch to Financial Batches
When you commit a batch, OnlineGiving.org creates transactions and associates them with a Financial Batch. Financial Batches group transactions by payment type and date for reconciliation and export to accounting systems like ShelbyNext and QuickBooks. Your manually entered cash and check batches appear alongside card and ACH batches in the Financial Batches page, so your treasurer can export a complete picture of deposits for any period.
In this article, we’ll overview the OnlineGiving.org Transaction Batches feature.
Transaction Batches User Guide
The Transaction Batches (Donation Batches) feature lets you create and manage batches of manually entered donations for cash, paper checks, and non-cash assets. Batches are created via the Quick Entry app, viewed and managed from the Batches page, and flow into Financial Batches for reconciliation and ChMS sync. Access requires the Donor Admin role. From the left navigation, go to Batches under the Giving section.
Key Takeaways
- Create batches by type: Start a new cash, check, or non-cash asset batch from the Create New Batch dropdown on the Batches page.
- Add transactions in Quick Entry: Enter donor, amount, fund, and payment details; search existing donors or add new ones; split gifts across multiple funds.
- Batch status and totals: Each batch shows date, name, total amount, control amount, type, and status (New, Completed, etc.).
- Commit and reconcile: Once committed, transactions appear in Donations and Financial Batches for export and ChMS sync.
- Edit and copy: Edit batch name and date; copy a cash batch as a new batch to reuse donor structure.
Table of Contents
- Viewing Transaction Batches
- Creating Batches
- Adding Transactions in Quick Entry
- Batch Status and Committing
- Editing Batches
- ChMS Integration
- Filtering and Export
- Frequently Asked Questions
Viewing Transaction Batches
The Batches page displays all donation batches for your church. Access it from the left navigation under Giving: click Batches. The page shows a table of batches sorted by date (newest first) by default. Each row includes the batch date, name, total amount, control amount, type, and status.
Understanding Batch Columns
Date: The batch date, typically the date of the transactions (e.g., the Sunday service date).
Name: A descriptive batch name you enter when creating the batch (e.g., “Sunday 03/15 Cash” or “Wednesday Offering Checks”).
Total: The sum of all approved transaction amounts in the batch.
Control: The control amount used for reconciliation; it matches the total when the batch is committed correctly.
Type: The batch type—Cash, Check, or Non-Cash Asset. Check Scan batches (from the Check Scanning feature) also appear here when that feature is enabled.
Status: The batch status: New, Pending, Queued, Submitted, Deposited, Completed, or Error. Quick Entry batches typically move to Completed once committed.
Batch Types
Transaction Batches support three manual entry types:
- Cash: Cash donations recorded manually. No routing/account or check number required.
- Check: Paper checks (non-scanned). Requires routing number, account number, and check number.
- Non-Cash Asset: Donations of stock, vehicles, or other non-cash assets. Requires asset type, name, quantity, and description; amount can be zero.
Check Scan batches are created by the Check Scanning feature (a separate workflow using a physical scanner) and appear in the same Batches list. This article focuses on manual entry batches.
Creating Batches
To create a new batch, click the Create New Batch dropdown on the Batches page. Choose the batch type:
New Cash Batch
Select New Cash Batch to open the Quick Entry app for cash donations. You will enter a batch name, batch date, and add each cash gift with donor and fund information. The batch is created when you commit (see Batch Status and Committing).
New Check Batch
Select New Check Batch to open the Quick Entry app for paper check donations. For each check, you enter routing number, account number, check number, amount, donor, and fund. The system validates routing numbers and can match repeat donors by routing/account.
New Non-Cash Asset Batch
Select New Non-Cash Asset Batch to record donations of stock, vehicles, or other non-cash assets. Each entry requires asset type, asset name, quantity, and description. The amount field is optional for non-cash assets (can be zero).
Adding Transactions in Quick Entry
The Quick Entry app opens when you create a new batch or copy an existing one. You add transactions one at a time, then enter a batch name, batch date, and batch total before committing. The batch total must match the sum of all transaction amounts.
Donor Search and Assignment
For each transaction, you either search for an existing donor or add a new one. Use the search field to find donors by name, email, or (for checks) routing and account number. The system searches both OnlineGiving.org users and, if ChMS integration is enabled, your ChMS contacts. Select a match to assign the donor.
To add a new donor, choose the “new donor” option and enter first name, last name, email (or use the system-generated unknown email if no email is available), and optionally phone, address, and organization name. The system creates a user record and can link it to your ChMS when applicable.
Fund and Sub-Fund Designation
Each transaction must be assigned to at least one fund. Select the fund from the dropdown; if your church uses sub-funds, select the sub-fund as well. The fund list reflects your church’s active funds and campus structure.
Splitting Gifts Across Multiple Funds
If a single gift is designated for multiple funds (e.g., half to General Fund and half to Missions), add multiple fund lines. Enter the amount for each line and assign the corresponding fund and sub-fund. The total of all lines must equal the transaction amount.
Check-Specific Fields
For check batches, each entry requires:
- Routing Number: 9-digit bank routing number (validated).
- Account Number: Bank account number (last 4 digits are stored for matching repeat donors).
- Check Number: The check number from the check.
The system uses routing and account to match repeat check donors and suggest fund designations based on past giving.
Non-Cash Asset Fields
For non-cash asset batches, each entry requires:
- Asset Type: Select from the configured asset types (e.g., stock, vehicle, real estate).
- Asset Name: A descriptive name for the asset.
- Quantity: Number of units (e.g., shares of stock).
- Description: Optional description (max 1000 characters).
- Amount: Optional; can be zero for non-cash assets.
Batch Status and Committing
Before committing, ensure every transaction has a valid donor, amount, and fund assignment. Enter the batch name and batch date. The batch total you enter must match the sum of all transaction amounts exactly; the system will reject the commit if they do not match.
Click Commit Batch (or equivalent) to submit. The system creates the batch, creates all transactions, and sets the batch status to Completed. Transactions are then available in the Donations (Transactions) page, linked to Financial Batches for reconciliation, and queued for ChMS sync (Ministry Platform, Rock RMS, Planning Center, and others), transaction notifications, and email receipts if enabled.
Editing Batches
From the Batches page, use the actions menu (gear icon) on any batch row to select Edit Batch. You can change the batch name and batch date. Date changes cascade to all transactions and their associated Financial Batches. Batch totals are recalculated automatically. Editing is restricted to batches within a date range (typically within 2 years in the past and 90 days in the future). If your church has ChMS integration and the batch has synced records, you may need to acknowledge an external ChMS notice before saving.
For cash batches, you can also Copy as New Batch from the actions menu. This opens Quick Entry with the same donor and fund structure pre-filled, so you can quickly create a similar batch for a new date.
ChMS Integration
When your church uses a ChMS integration (Ministry Platform, Rock RMS, Planning Center, Breeze ChMS, Church Community Builder, TouchPoint, Aplos, Fellowship One, One Church Software, Salesforce, and others), manually entered transactions sync to your ChMS just like online donations. Donor search in Quick Entry can look up contacts in your ChMS, and new donors created during batch entry can be linked to ChMS records.
After you commit a batch, the system queues transaction notifications for each supported ChMS. There may be a short delay before donations appear in your ChMS. If you have transaction email receipts enabled, donors can receive confirmation emails for manually entered gifts as well.
Filtering and Export
Use the filter row below the column headers to narrow batches by date range, batch name, total amount, control amount, batch type, or status. The date range picker lets you focus on a specific period. Active filters appear as removable chips; click the X on a chip to remove that filter.
Quick filter presets in the Filters dropdown let you view only Check Scan Batches, Cash Batches, or Check Batches. Sort by clicking column headers. Use the Results Per Page dropdown (10, 20, 50, or 100) to control pagination.
Export batches to a CSV spreadsheet via the Export Results dropdown. The export includes all batch properties and respects your current filters.
To view transactions in a batch, click the row (or use the actions menu and select View Transactions). You can also go to View Report for a batch-specific report.
Frequently Asked Questions
What is the difference between Transaction Batches and Financial Batches?
Transaction Batches (Donation Batches) are the batches you create for manual entry of cash, checks, and non-cash assets. Each batch groups transactions by name and date. Financial Batches are a separate view that groups all transactions (including online card, ACH, and manual entry) by payment type and date for reconciliation and export to accounting systems like ShelbyNext and QuickBooks. When you commit a Transaction Batch, its transactions are associated with Financial Batches automatically.
Can I edit or delete a transaction after the batch is committed?
Once a batch is committed, individual transactions are managed from the Donations (Transactions) page. You can edit transaction details there. Deleting transactions may require support assistance depending on your setup. If you need to correct a batch before committing, remove or edit the entry in Quick Entry before clicking Commit.
Why does my batch total need to match the sum of transactions exactly?
The batch total is a control amount for reconciliation. Requiring an exact match ensures you have not missed or double-entered any transaction. Before committing, verify each entry and that the displayed sum matches your physical count or deposit slip.
How do I add a donor who is not in OnlineGiving.org or my ChMS?
In Quick Entry, choose the option to add a new donor. Enter first name, last name, and as much contact information as you have. If you do not have an email, the system can generate an unknown email address. The new donor is created in OnlineGiving.org and will appear in future donor searches. If ChMS integration is enabled, the record may sync to your ChMS depending on your configuration.
What happens if I change a batch date after it has been committed?
When you edit a batch and change the date, the new date cascades to all transactions in that batch and to their associated Financial Batches. This affects how the batch appears in date-filtered reports and exports. If your ChMS has already received the donations, you may need to review your ChMS for any date-dependent reporting.
Can I use Transaction Batches for check scanning?
Check Scanning is a separate feature that uses a physical check scanner to capture check images and extract data automatically. Check Scan batches appear in the same Batches list but are created through the Check Scanning app, not Quick Entry. If you do not have a check scanner, use the manual Check Batch option in Quick Entry to enter paper checks by hand.
Need help setting up Transaction Batches or configuring ChMS sync for manual entry? Contact us at support@onlinegiving.org or (615) 206-4000.