batch gift entry (legacy)

Batch Gift Entry (Legacy)

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Last updated: June 18, 2021

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Contents

Contents

Batch Gift Entry Overview (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Configure Batch Gift Entry (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3About Batch Gift Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Enable My Domain. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Create the Batch Gift Entry Permission Set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Set Tab Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Set Object and Field-Level Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Object Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Field Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Enable Apex Class Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Ensure Visibility to BDI_BatchOverride and BDI_DataImport Visualforce Pages. . . . . . . . 8Assign the Batch Gift Entry Permission Set to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Update the NPSP Data Import Batch Page Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Override Standard Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Customize Batch Gift Entry Tab Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Add the Gift Batch Field to NPSP Data Import Batch List Views. . . . . . . . . . . . . . . . . . . . . . 11

Create and Edit Gift Batches (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Create a Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Edit Batch Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Copy Batch Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Enter Gifts into a Batch (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Enter Gifts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Edit Gifts in the Grid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Process a Gift Batch (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Test Your Batch with Dry Run. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Process a Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27A Word About Batch Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Delete Batch Gift Entry Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

What Are the Different Data Import Options Available in NPSP? (Legacy). . . . . . . . . . . . . . 31

Batch Gift Entry FAQ (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33How Do I Know Which NPSP Data Import Tool to Use?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Can I Process Credit Card Transactions as Part of a Batch Gift Entry Batch?. . . . . . . . . . . 33How Do I Add a Custom Field so That I Can Include it in My Batch Gift Entry

Batch?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Can I give users only permissions to enter gifts (but not process a batch)?. . . . . . . . . . . 33Can I Customize the Contact/Account Search Layout That I See When I Search for a

Contact or Account?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Add Custom Fields to Your Batch (Legacy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Find the API Name of an Existing Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Create the Custom Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Create a Corresponding Field on the NPSP Data Import Object. . . . . . . . . . . . . . . . . . . . . . 41Mapping a Checkbox in NPSP Data Import Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Batch Gift Entry Overview (Legacy)

Batch Gift Entry Overview(Legacy)

An influx of donations is a good problem to have. It likely means that your quarterly (orannual) giving campaign went as well as (or better than) expected. The large stack of checksthat represent these donations is a wonderful thing, that is, unless you’re the sole personat your organization that is tasked with quickly and efficiently getting the data from thosechecks into your system. It’s tedious. It’s error prone. It’s a problem that needs solving. Andfast.

Now, imagine you had a tool where you can quickly enter gift data in one form. One whereyou can define which fields to enter, and whether there should be defaults. One whereyou can search your database for a Contact or Account (to associate the donation withthe right person), easily tab between cells (mouse free), and ensure you’re not enteringduplicate donations. Think about the implications! This easy system would mean that youcould enter all of the data in a snap! Or it might mean that you could share the data entryresponsibilities with other teams since there isn't a huge learning curve. Think of all the timethat would free up…

Batch Gift Entry in NPSP is an easy-to-use tool for manually entering donations. Its simplicitymakes it ideal for when you have a large number of gifts to enter and you need to do it fast.Batch Gift Entry provides the following capabilities:

• Easily define fields to enter for a particular batch.

• Search NPSP for existing Accounts or Contacts, to ensure that you associate eachdonation with the right person or organization.

• Tab between fields to make data entry much faster. No mouse required!

• Prevent duplicates by selecting from open donations (and updating them as needed).

• Automatically check for potential errors when you save a gift to the batch.

NoteBatch Gift Entry was built using components of NPSP Data Import, so you maynotice that some Batch Gift Entry pages mention NPSP Data Import and NPSPData Import Batches.

For more information on setting up Batch Gift Entry, see Configure Batch Gift Entry. Forinstructions on creating a gift batch, see Create and Edit Gift Batches (Legacy).

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Batch Gift Entry Overview (Legacy)

Want to learn more about the other ways of getting data into NPSP? See What Are theDifferent Data Import Options Available in NPSP? (Legacy)

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Configure Batch Gift Entry (Legacy) About Batch Gift Entry

Configure Batch Gift Entry(Legacy)

About Batch Gift EntryThe NPSP Batch Gift Entry (BGE) features lets you quickly enter gift data from one form.Define which fields to enter, and default values for each field. Easily associate donations withContacts and Accounts.

NPSP Batch Gift Entry uses the following objects:

• NPSP Data Import (custom object): When you use Batch Gift Entry, the informationis first entered into a field on the NPSP Data Import object, and when you process abatch, that information is passed from the field on the NPSP Data Import object to thecorresponding field on Opportunities or Payments.

• NPSP Data Import Batch (custom object): NPSP Data Import Batches group togetherNPSP Data Import records. When you create a batch in BGE, you create an NPSP DataImport Batch, and all of the rows in your BGE batch are collected as NPSP Data Importrecords inside of that NPSP Data Import Batch.

Feature Release InformationThis feature was released in NPSP version 3.146 (1/15/2019). If you started using NPSPbefore this date, or this feature isn’t configured in your org, complete these steps. (To findyour NPSP installation date, see Find Your Installation Date)

Enable My DomainIn order to view the Batch Gift Entry app, My Domain must be enabled and deployed (ifit isn't already). My Domain is a Salesforce Identity feature that adds a subdomain to yourSalesforce org. It is required for features like Batch Gift Entry that are built using Lightningcomponents in Lightning component tabs.

To find out if My Domain is enabled in your org, go to Setup and search for My Domain.

For information on setting up My Domain, see My Domain.

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Configure Batch Gift Entry (Legacy) Create the Batch Gift Entry Permission Set

Create the Batch Gift Entry Permission SetIn order to use Batch Gift Entry, users need a specific set of permissions that you maynot want to include in your existing user profile permissions. Using permission sets letsyou assign Batch Gift Entry permissions on a per user, rather than a per profile basis. Werecommend creating a permission set that includes these required permissions, so you caneasily assign the permission set to any user who needs access to Batch Gift Entry.

The instructions below describe the process for creating this permission set.

1.Click , then click Setup.

2. In the Quick Find box, enter Permission Sets, then click Permission Sets.

3. Click New.

4. Name the permission set Batch Gift Entry.

5. Leave Session Activation Required deselected.

6. In the License field, leave the default value of --None--. That way, you can assign thispermission set to any user.

7. Click Save.

Now, you can add tab settings and permissions to this permission set.

To learn more about permission sets, see Create Permission Sets in the Salesforce onlinehelp.

Set Tab VisibilityAfter you enable My Domain, you can expose the Batch Gift Entry tab. We recommendmaking this tab visible in your Batch Gift Entry permission set or update a user's access byediting their profile.

1. From Setup, enter Permission Sets in the Quick Find box, then click Permission Sets.

2. Click Batch Gift Entry.

3. Click Object Settings, then click Batch Gift Entry.

4. Click Edit.

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Configure Batch Gift Entry (Legacy) Set Object and Field-Level Security

5. Select the Available and Visible checkboxes.

6. Click Save.

If you're managing these permissions with your Batch Gift Entry permission set instead of onthe user profiles, stay on this permission set. Next, you'll add object and field permissions.

Set Object and Field-Level SecurityTo use Batch Gift Entry, users need certain object and field permissions. These permissionsprovide the ability to view, edit, and process a batch. We recommend that you grant allpermissions listed below through the Batch Gift Entry permission set you created earlier.Alternatively, you could update a user's access to an object by editing their profile.

NoteBatch Gift Entry was built using components of NPSP Data Import, so you'll noticethat some of the required setup steps mention NPSP Data Import or NPSP DataImport Batches.

Object PermissionsGrant users Create and Edit access to the following objects involved in the Batch Gift Entryprocess. For NPSP Data Imports, also grant Delete access:

• Accounts

• Addresses

• Contacts

• NPSP Data Import Batches

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Configure Batch Gift Entry (Legacy) Set Object and Field-Level Security

• NPSP Data Imports

• Opportunities

• Payments

To add these permissions to the Batch Gift Entry permission set:

1. In the permission set, select an object whose permissions you need to update. If younavigated away from the permission set, simply search for permission sets in Setup,click on the name Batch Gift Entry, then click Object Settings.

2. Under Object Permissions, make sure the appropriate permissions (as listed above) areselected.

3. To change an object's permissions, click the object name, then click Edit.

4. Update the permission, then click Save.

5. Repeat these steps for each of the remaining objects. When you're done, stay in thepermission set so that you can add field permissions.

Field PermissionsBatch Gift Entry was built using components of NPSP Data Import. When you use Batch GiftEntry, the information is first entered into a field on the NPSP Data Import object, and whenyou process a batch, that information is passed from the field on the NPSP Data Importobject to the corresponding field on Opportunities or Payments.

To create, edit, and process batches, users need Edit access to:

• All fields in the NPSP Data Import Batch object.

• Opportunity Amount and Opportunity Close Date.

• NPSP Data Import Batch field in the NPSP Data Import object (Read access).

• All fields in the NPSP Data Import object that you will include in the batch (selectedduring batch creation) and all of the Opportunity or Payment fields the NPSP Data Importfields map to. For example, if your batch includes Donation Date (on the NPSP DataImport object) and that field maps to Opportunity Close Date and Payment Date, thenthe user must have Edit access to all three fields.

ImportantIt's possible for a user with fewer security permissions on Opportunities orPayments to prepare a batch for processing by a gift entry manager or anotheruser with more permissions. The user entering gifts only needs to have access tothe NPSP Data Import fields included in the batch. The user processing the batch,

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Configure Batch Gift Entry (Legacy) Enable Apex Class Access

however, needs access to the fields on the NPSP Data Import object as well as thecorresponding fields on Opportunities or Payments.

We recommend you add all of these required field permissions to the Batch Gift Entrypermission set. Alternatively, you could update a user's access to fields by editing theirprofile.

1. In the permission set, make sure you're viewing Object Settings, then click the name ofthe object whose field permissions you need to update.

2. Click Edit.

3. Under Field Permissions, make sure the Edit Access field is selected.

4. Click Save.

5. Repeat these steps for each of the remaining fields.

Enable Apex Class AccessGive Batch Gift Entry users access to the appropriate Apex classes by adding them to theBatch Gift Entry permission set or update a user's access by editing their profile.

NoteIf you are modifying this at the Profile level, you first need to enable the EnhancedProfile User Interface setting in Setup > User Management Settings.

1. In the Batch Gift Entry permission set, click Apex Class Access.

2. Click Edit.

3. Move the following Apex classes into the Enabled Apex Classes box:

• npsp.BDI_ManageAdvancedMappingCtrl

• npsp.BGE_BatchGiftEntryTab_CTRL

• npsp.BGE_ConfigurationWizard_CTRL

• npsp.BGE_DataImportBatchEntry_CTRL

4. Click Save.

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Configure Batch Gift Entry (Legacy) Ensure Visibility to BDI_BatchOverride and BDI_DataImport

Vi...

Ensure Visibility to BDI_BatchOverride andBDI_DataImport Visualforce PagesMake sure Batch Gift Entry users have access to the BDI_BatchOverride andBDI_DataImport Visualforce pages by adding them to the Batch Gift Entry permission set orupdate a user's access by editing their profile.

1. In the Batch Gift Entry permission set, click Visualforce Page Access.

2. Click Edit.

3. Move the npsp.BDI_BatchOverride and npsp.BDI_DataImport pages into the EnabledVisualforce Pages section.

4. Click Save.

Assign the Batch Gift Entry Permission Set to UsersTo ensure that Batch Gift Entry users have all of the necessary permissions, assign theseusers to the Batch Gift Entry permission set or update a user's access by editing their profile.

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Configure Batch Gift Entry (Legacy) Update the NPSP Data Import Batch Page Layout

1. In the Batch Gift Entry permission set, click Manage Assignments.

2. Click Add Assignments.

3. Select the checkbox next to each user to whom you want to assign the permission set.

4. Click Assign.

Update the NPSP Data Import Batch Page Layout

NoteBatch Gift Entry was built using components of NPSP Data Import, so you'll noticethat some of the required setup steps mention NPSP Data Import or NPSP DataImport Batches.

To ensure that users see the correct fields when creating batches, update the NPSP DataImport Batches page layout.

1. From Setup, click the Object Manager tab.

2. Click NPSP Data Import Batch.

3. Click Page Layouts, then click NPSP Data Import Batch Layout.

4. Drag the following fields into the Information section of the page layout.

• Expected Count of Gifts

• Expected Total Batch Amount

5. In the left side of the panel, click Buttons.

6. Drag the Process Batch button into the Custom Buttons section of the page layout.

7. Click Save.

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Configure Batch Gift Entry (Legacy) Override Standard Buttons

Override Standard ButtonsMake sure the Clone, Edit, and New buttons on the NPSP Data Import Batch object areoverridden to point to the BDI_BatchOverride page. If you started using NPSP from a Trial inversion 3.107 or later, you can skip this section.

1. In the Object Manager tab, click NPSP Data Import Batch.

2. Click Buttons, Links, and Actions.

3.

In the row for the Clone button, click , then Edit.

4. Click the Visualforce radio button, then select BDI_BatchOverride[BDI_BatchOverride] from the drop-down.

5. Click Save.

6. Repeat these steps for the Edit and New buttons.

Customize Batch Gift Entry Tab FieldsWhen you visit the Batch Gift Entry tab, you see a list of your org's batches. By default, you'llsee the batch's name, description, creator, and created date. If you need to see differentinformation in this list, you can customize the columns using a field set.

To customize the columns in this list:

1. From Setup, click the Object Manager tab.

2. In the list of objects, click NPSP Data Import Batch.

3. On the left side of the page, click Field Sets, then click Batch Gift Entry Tab Columns.

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Configure Batch Gift Entry (Legacy) Add the Gift Batch Field to NPSP Data Import Batch List View...

4. Drag items from the panel into the In the Field Set area. To remove a field, drag it backto the panel. Note that while you can remove the Batch Name field, it will always appearin the list on the Batch Gift Entry page. You can also change the order of columns bymoving them into the order you want.

5. When you're done, click Save.

Add the Gift Batch Field to NPSP Data ImportBatch List ViewsSome orgs may use both Batch Gift Entry and NPSP Data Import Batches. We recommendadding the Gift Batch field to the NPSP Data Import Batch list views so that you can easilyidentify which batches were created using Batch Gift Entry.

1. In the App Launcher, click NPSP Data Import Batches.

2. On the NPSP Data Import Batches page, switch to the list view you want to edit.

3.Click to display the List View Controls, then click Select Fields to Display.

4. Move the Gift Batch field from the Available Fields to the Visible Fields.

5. Click Save.

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Create and Edit Gift Batches (Legacy) Create a Batch

Create and Edit Gift Batches(Legacy)

VideoNPSP How-To Series: Create Batch Entry Templates

Create a BatchBefore you start entering gifts, you'll need to set up some important information about thebatch and determine what information users will be required to enter. Keep in mind that youcan come back and edit this information later if you need to.

1. From the App Launcher, click Batch Gift Entry.

2. Click New Batch.

3. Enter a Batch Name. We recommend that you use a unique name for each batch inyour org.

4. Enter a Description.

5. Enter the Expected Count of Gifts and Expected Total Batch Amount.

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6. Check the Require Expected Totals Match box if you want NPSP to verify that theactual count of gifts and/or total amount of gifts saved to the batch matches what youentered here.

NoteIf you select this box, you must enter at least one of the expected totals fields:Expected Count of Gifts or Expected Total Batch Amount.

7. Click Next.

8. Select the Opportunity and Payment fields you want to include for entering gifts inthis batch. You will see all Data Import fields that are mapped to target Opportunity orPayment fields. For more information on mapping Data Import fields, see Add CustomFields to Your Batch (Legacy). We include some values by default, but you can removethem if needed (except Donation Amount and Donation Date). The Donor Type field

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and an Account or Contact field are always included, although you don’t see them onthis screen.

NoteNot seeing a field you want to use? Check with your admin and make sure youhave access to that field.

9. Click Next.

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10. For the selected fields, enter any default values as needed. You can also set certainfields as required. The default values are really useful if, for example, you know all of thegifts resulted from the same Campaign.

11. Click Next.

12. Update the donation matching behavior. Click Show Advanced Options to view andupdate more options for the batch. For detailed information on these options, seeBatch Gift Entry Configuration Options.

NoteThe donation matching behavior settings only apply if you manually enter anew gift using the Batch Gift Entry fields; they don't apply if you choose toeither update an existing donation or create a new Opportunity in the ReviewDonations widow.

a. Donation Matching Behavior—Defines how Batch Gift Entry should handlematching Opportunities and Payments. The default is Single Match or Create.

b. Donation Matching Rule—Specifies the set of Donation fields to use for matchingagainst existing Opportunities and/or Payments. You can match against any of the

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Opportunity or Payment fields that you choose to include in this batch. If no fieldsare selected, the Donation Date and Donation Amount fields are used.

c. Number of Days from Donation Date—Specifies the number of days to consider(from the Donation date) when looking for a matching Opportunity or Payment.

d. Donation Matching Implementing Class—The full developer name of an Apexclass that implements the BDI_IMatchDonations interface. When left empty, theNPSP default implementation is used.

e. Batch Process Size—The number of records you want to process in each batch. Thedefault is 50.

f. Calculate Rollup Donations with Batch— When checked, NPSP calculates donorstatistics when donations are processed as part of Batch Gift Entry.

g. Post Processing Implementing Class— The full developer name of an Apex classthat implements the BDI_IPostProcess interface, in case you are working with adeveloper who would like to alter this behavior.

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Create and Edit Gift Batches (Legacy) Edit Batch Options

13. Click Save.

Now you're ready to enter gifts.

Edit Batch OptionsAfter creating a batch, you may realize that you need to make changes. For example, say youcreate the batch and enter a gift, only to notice that you forgot to include the OpportunityStage field (which is a pretty important field). You can easily go back and make changes tothe batch configuration. However, keep in mind that any changes you make won’t affectrecords that you already saved to the batch. Specifically:

• If you remove fields, those fields no longer appear on the gift entry screen, but data isn'tdeleted from those fields on existing records. Therefore, we recommend that you do notremove fields.

• If you set default values, those values are not copied to records already saved to the batchand you'll need to manually update the field value for existing records.

• If you set a field as required, and that field is blank on an existing record, NPSP won’trequire the user to enter a value.

• If you change matching behavior, NPSP will not attempt to match existing records usingupdated donation matching rule settings, unless those records are directly edited.

• If you remove a field which was used in your matching rules, the field will be removedfrom your matching criteria.

To edit a batch:

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Create and Edit Gift Batches (Legacy) Copy Batch Options

1. Click Edit.

2. Make the necessary changes, clicking Next on each step until you reach the last step.You can easily identify that you’re in edit mode by the warning notes at the top of moststeps.

3. Click Save.

Copy Batch OptionsIf you need to set up multiple batches with similar configuration options, you can easily copya batch's setup options.

1. Navigate to the Batch Gift Entry tab.

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Create and Edit Gift Batches (Legacy) Copy Batch Options

2.

In the row for the batch whose setup you want to copy, click , then click CopyBatch Setup.

You'll see that the batch name is copied and appended with - COPY. Note that if theoriginal batch had values in the expected totals fields, they aren't copied over.

3. Go through each step of the setup wizard and make changes as needed. When you'redone, click Save. Now you're ready to enter gifts!

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Enter Gifts into a Batch (Legacy) Enter Gifts

Enter Gifts into a Batch (Legacy)

VideoNPSP How-To Series: Enter Gifts in a Batch

Enter GiftsNow that your batch is set up, it's time to enter gifts. Remember that you can use the tabbutton to easily move through the gift entry fields.

NoteGift batches can contain up to 2000 records.

1. In the New Gift section, enter details for the first gift. You can tab between cells asneeded. If you included any default values in your batch setup, you'll see them here.For example, we added the Donation Campaign Source field and included the AnnualAppeal as a default.

2. Select a Donor Type. You can choose either Account or Contact and then search for theperson or organization.

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3. If the donor has existing open Payments or Opportunities, you see a message at the topof the page. Click the Review Donations link to see the existing donations. Otherwise,skip to the next step.

a. Review the list of donations. Batch Gift Entry displays open Opportunities.

b. You may see multiple options to choose from.

• To update an existing Opportunity with related unpaid Payments, click Updatethis Payment. You can then either update an unpaid payment or click ApplyNew Payment to create a new one. (For more information about Opportunitieswith multiple Payments, read more in our Managing Multiple-PaymentDonations doc.)

• If Batch Gift Entry displays an Opportunity without any Payments, click ApplyNew Payment (or Update this Opportunity if you don't use Payments).

• If you want to create a new Opportunity, click Alternatively, create a newOpportunity.

For example, you are entering a $50 donation that Antonio Gomes made on 3/1.When you click the Review Donations link, you see these existing open donationsfor Antonio. The open $50 Opportunity with a close date of 3/1 looks like a goodmatch for this donation, so you might choose to update that one.

c. Click the link for the option you want to take. Once you're back inthe Batch Gift Entry grid, you can change the donation you chose by

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clicking the Update your donation selection link at the top of the page.

If you choose to update an existing donation or apply a new payment, a link to thedonation appears in the Donation field in the grid when you save.

4. Enter the Donation Amount, Donation Date, and any other details. A few specificthings to keep in mind:

a. If you chose to update an existing donation, any changes you make to the donationin the grid will be updated on the existing donation's record when you process thisbatch.

b. When you process a batch with a new Payment, the new Payment is related to theOpportunity record and marked as Paid. Additionally, if the new Payment makesthe sum of all Paid Payments equal to or greater than the Opportunity Amount, theOpportunity is automatically closed. The Stage is changed to the setting found onthe NPSP Settings page (Donations > Payments > Opportunity Stage for WhenFully Paid).

c. Opportunities' or Payments' checkbox fields show as a picklist instead of acheckbox. You can check the checkbox field by selecting True, uncheck thecheckbox by selecting False, or retain the existing value of the checkbox by leavingthe field blank. Talk to your Salesforce admin about this setup or read more aboutmapping a checkbox field.

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5. Click Save. When you save, dry run is automatically run against the gift you just entered.Dry run does the following:

• Looks for any potential issues with your entry. If there is an issue, the row will behighlighted in red. You'll need to resolve these issues before you can process thebatch.

• Attempts to match the donation are based on the Donation Matching Behavior youselected (or the default value Single Match or Create). If your donation matches anexisting donation for the Contact or Account, you'll see a link to that record.

NoteIf you chose to update an existing donation, Donation Matching Behaviordoesn’t apply.

You can do a dry run for your entire batch. For more information, see Test Your Batchwith Dry Run.

6. Repeat the steps above to enter more gifts. Notice the Total Count and Total Amountfields are updating as you enter and save gifts.

If you need to make any changes to gifts you've saved to the grid, you can do so beforeprocessing. Once you’ve finished entering all gifts in your batch, you’re ready to process yourbatch.

Here is an example of some gift entries. In it, you’ll see:

• Antonio has a link to an Opportunity record in the Donation column because, in theReview Donations pop up window, we chose to update an existing Donation for him.

• Ana already had a $50 donation from 3/1 in NPSP, so dry run matched that record. Yousee a link to the Payment in the Donation column.

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Enter Gifts into a Batch (Legacy) Edit Gifts in the Grid

• Since Danny didn’t already have a $50 donation on 3/1, a new Opportunity record iscreated.

Edit Gifts in the GridAfter you save gifts to the grid, you may find that you need to make additional changes. Youcan easily do that using inline editing. Keep in mind that there are some fields that you can'tupdate using inline editing, such as Donor and Donation Campaign Source.

In the grid, you can also view the related data import record for a gift, delete a gift from thebatch, or open a Contact or Account record (in case you need to make changes there).

1. In the grid, hover over the field you want to change. If the field is editable, you'll see apencil icon.

2. Click the pencil icon and type in your update.

3. Press Enter or navigate out of the field to save your change.

If for any reason you need to remove a gift that you saved to the batch, you can easily do so

by clicking , then clicking Delete. The Delete action simply removes the gift row fromthe batch. It doesn't affect the related donor or donations (if it matched against an existingdonation). However, if you created a new Account or Contact as part of the entry process,

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Enter Gifts into a Batch (Legacy) Edit Gifts in the Grid

deleting the row will NOT delete the Account or Contact. If you also want to delete thatrecord, you'll have to go to the appropriate record and delete it manually.

If you want to see more information about why the gift caused an error or edit the NPSP

Data Import record associated with a gift entry, simply click , then click View.

If you're done entering gifts and have resolved any errors, you’re ready to process your batch.

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Process a Gift Batch (Legacy) Test Your Batch with Dry Run

Process a Gift Batch (Legacy)

Test Your Batch with Dry RunAs you enter gifts, NPSP performs a dry run to make sure those gifts will process correctly.That's great if you enter everything in one sitting and process the batch right away, but oftenthe workday of a nonprofiteer isn't quite that streamlined. Instead, you might enter some ofthe gifts today, and return days later to finish entering and processing the whole batch.

And in that time, other Opportunities or Payments may have been entered or modified inNPSP. As a result, when you go to process your batch, some of the older donations mightnot match up correctly anymore. To catch and resolve pesky errors before you process yourbatch, click Batch Dry Run.

While Batch Dry Run is working you can't enter or edit any gifts. When it's done, you'll see anotification. Just like when Dry Run catches an error, any problematic donation line items

are flagged with a red circle and a Dry Run - Error status. Click then View to see moreinformation about why the gift caused an error and correct the issue or click Delete toremove the gift from the batch.

Now that you've resolved any errors, you’re ready to process your batch.

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Process a Gift Batch (Legacy) Process a Batch

Process a BatchOnce you enter all gifts, you can process the batch to commit the records into NPSP. Keepin mind that you must resolve all errors before you can process the batch. You may see anerror when trying to process the batch if you selected the Required Expected Totals Matchcheckbox for the batch, but either the Total Amount or Total Count fields don’t match theexpected totals you entered when creating the batch.

1. Click Process Batch to see the processing page.

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Process a Gift Batch (Legacy) Process a Batch

2. Click Begin Data Import Process. You can monitor progress on the status page as theimport proceeds; it may take a few minutes for the import to start.

NoteWe recommend you leave this tab open until the import finishes so thatyou can see the detailed results. Wait for the status page to show a status ofCompleted and a summary of the results.

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Process a Gift Batch (Legacy) A Word About Batch Status

3. Click Close to return to the Batch Gift Entry tab. Back on the Batch Gift Entry tab, you'llsee an updated Status for each record.

A Word About Batch StatusIn addition to viewing the status of each record within a batch, you can view the status of theentire batch in the Batch Status field. The Batch Status is based on the Import Status of therecords within the batch. The values in Batch Status are:

OpenNPSP Data Importer hasn't processed the records and sent the information to thetarget objects.

CompletedNPSP Data Importer has processed all of the records in the batch.

Failed - Needs ReviewOne or more records in the batch failed to process.

You can add your own values to the Batch Status picklist. For example, if batches need to bereviewed before processing, you may want values like Ready for Review or Ready to Process.NPSP will overwrite any custom values to Completed or Failed - Needs Review when thebatch is processed.

Delete Batch Gift Entry RecordsSince the Batch Gift Entry records provide a link between the batch in which the gift wasentered and the Payment or Opportunity record, we recommend that do not delete them.

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Process a Gift Batch (Legacy) Delete Batch Gift Entry Records

When you delete Batch Gift Entry records, you lose the gift entry history, and you may needto reference it in the future for accounting purposes.

If you absolutely must delete Batch Gift Entry records, you can do so using the data loader.For information on how to use the data loader to delete records, see Data Loader and Insert,Update, or Delete Data Using Data Loader.

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https://help.salesforce.com/articleView?id=data_loader.htm

https://help.salesforce.com/articleView?id=inserting_updating_or_deleting_data.htm

https://help.salesforce.com/articleView?id=inserting_updating_or_deleting_data.htm

What Are the Different Data Import Options Available in NPSP?

(Legacy)

Delete Batch Gift Entry Records

What Are the Different DataImport Options Available inNPSP? (Legacy)

You may notice multiple options for entering or importing data into NPSP. As of the Summer'21 Salesforce release, Batch Gift Entry will be fully retired and no longer supported. BatchGift Entry is an older, legacy tool that has been replaced by Gift Entry.

Available options for importing data are Gift Entry, NPSP Data Import, and NPSP DataImport Batches.

Gift EntryGift Entry is a robust set of tools for creating consistent form templates that you canuse to enter gifts into NPSP, either individually or in batches. You can also set defaultsat the template or batch level. Gift Entry replaces the older Batch Gift Entry product, sowe recommend that you first complete any in-progress Batch Gift Entry batches beforeswitching over.

Get started in Configure Gift Entry

NPSP Data ImportThe NPSP Data Importer is a useful tool for getting donor data—including Contacts,Accounts, donations, and more—into Salesforce. We provide a handy template to help youget your data properly formatted in a spreadsheet that you can later import. Once importedand processed, your data will reside in Salesforce objects such as Contacts, Accounts,Opportunities, Payments, Address, and Campaigns. Some benefits of using the NPSP DataImporter are:

• Import accounts, contacts, donations and more using a single spreadsheet/csv file.

• We provide a template to help with formatting data.

• It includes configurable Contact and donation matching options.

• You're able to map custom fields.

• Test your import records with Dry run, and resolve any errors before processing.

For more information on NPSP Data Import, see How the Import Process Works.

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What Are the Different Data Import Options Available in NPSP?

(Legacy)

Delete Batch Gift Entry Records

NPSP Data Import BatchesNPSP Data Import Batches provides all of the benefits and capabilities of NPSP Data Importwhile also being able to:

• Bundle different groups of NPSP Data Import records that you want to process a certainway, using their own set of unique configuration options instead of using the defaultsettings.

• Schedule a group of NPSP Data Import records.

For more information on NPSP Data Import Batches, see Batch Import Overview.

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Batch Gift Entry FAQ (Legacy) How Do I Know Which NPSP Data Import Tool to Use?

Batch Gift Entry FAQ (Legacy)

How Do I Know Which NPSP Data Import Tool toUse?Choosing the right data import tool depends on what data you need to import into NPSP. Ifyou need to import Accounts or Contacts, we recommend using the NPSP Data Import tool;see How the Import Process Works to get started. And if you want to process that data inbatches, see Batch Import Overview for more information. If you want a quick way to entera large amount of donations, we recommend using Batch Gift Entry; see Batch Gift EntryOverview (Legacy) for more information.

Can I Process Credit Card Transactions as Part of aBatch Gift Entry Batch?We don't currently support payment processing functionality, but we are investigating it. Staytuned!

How Do I Add a Custom Field so That I CanInclude it in My Batch Gift Entry Batch?You can include custom Opportunity or Payment fields that have these field types: Lookup,Currency, Date, Checkbox, Email, Number, Phone, Picklist, Picklist (Multi-Select), Text, TextArea, URL. To include a custom field in your Batch Gift Entry batch, you must first add it asyou would for NPSP Batch Data Import. For more information on adding a custom field todata import, see Add Custom Fields to Your Batch (Legacy).

Can I give users only permissions to enter gifts(but not process a batch)?Batch Gift Entry was built using components of NPSP Data Import. When you use Batch GiftEntry, the information is first entered into a field on the NPSP Data Import object, and when

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Batch Gift Entry FAQ (Legacy) Can I Customize the Contact/Account Search Layout That I

See...

you process a batch, that information is passed from the field on the NPSP Data Importobject to the corresponding field on Opportunities or Payments.

It's possible for an intern or a user with fewer security permissions on Opportunitiesor Payments to prepare a batch that a gift entry manager, or another user with morepermissions, later processes. The user entering gifts only needs to have access to the NPSPData Import fields included in the batch (during Batch Gift Entry setup). The user processingthe batch, however, needs access to the fields on the NPSP Data Import object as well asthe corresponding fields on Opportunities or Payments. Read more about object and fieldpermissions in Configure Batch Gift Entry.

Can I Customize the Contact/Account SearchLayout That I See When I Search for a Contact orAccount?Yes. You can easily update the fields that appear in the results when you search for anAccount or Contact. In Setup, click the Object Manager tab, then click either Account orContact. Click Search Layouts, then click Edit in the Search Results row. Update the SelectedFields as needed, then click Save. For more information, see Configure Search Results inLightning Experience.

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https://help.salesforce.com/articleView?id=search_results_setup_lex.htm

https://help.salesforce.com/articleView?id=search_results_setup_lex.htm

Appendix: Batch Gift Entry Configuration Options (Legacy) Can I Customize the Contact/Account Search Layout That I

See...

Appendix: Batch Gift EntryConfiguration Options (Legacy)

This appendix provides additional details about the batch configuration options you setwhen creating a batch.

• Donation Matching Behavior—Defines how Batch Gift Entry should handle matchingOpportunities and Payments. The default is Single Match or Create.

– Do Not Match—No matching is attempted; new records are created.

– No Match—Only import a record if it doesn't match an existing record.

– Single Match—Only import a record if it matches a single existing record.

– Single Match or Create—Import a record if it matches a single existing record; create anew record if no single match found.

– Best Match—Only import a record when it matches at least one existing record, andupdate the best matched record.

– Best Match or Create—Import a record if it matches an existing record; create a newrecord if no match found.

• Donation Matching Rule—Specifies the set of Donation fields to use for matching againstexisting Opportunities and/or Payments. You can match against any of the Opportunityor Payment fields that you choose to include in this batch. Opportunity.Amount andPayment.Payment Amount, and Donation Date which maps to Opportunity.CloseDateand Payment.Scheduled Date).

NoteIf you're using Multiple Currencies in your org and you want to match donations,be sure to select the CurrencyIsoCode field as one of the Donation MatchingRule fields. This ensures that the proper currency is used when attempting tomatch donations. If you created your own custom field and set up a mappingfor Multiple Currencies, select that field instead.

• Number of Days from Donation Date—Specifies the number of days to consider (fromthe Donation date) when looking for a matching Opportunity or Payment. NPSP will usethe matching Opportunity or Payment that falls within the number of days specified ANDis closest to the Donation Date.

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See...

• Donation Matching Implementing Class—The full developer name of an Apex class thatimplements the BDI_IMatchDonations interface, in case you are working with a developerwho would like to alter this behavior. When left empty, the NPSP default implementationis used.

• Batch Process Size—The number of records you want Salesforce to process in each batch.The default is 50 records. If records fail to process due to system errors such as too muchCPU time, reduce the batch process size and try again.

• Calculate Donation Rollups with Batch—When checked, NPSP calculates donor statisticswhen donations are processed as part of Batch Gift Entry. If unchecked (the default),donor statistics are only calculated during the default nightly Scheduled Job. Note thatselecting this checkbox may slow down processing of the batch.

• Post Process Implementing Class—The full developer name of an Apex class thatimplements the BDI_IPostProcess interface, in case you are working with a developerwho would like to alter this behavior. For more information, see Additional AutomationUsing Custom Apex Code in the NPSP Advanced User's Guide to Importing Data.

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https://powerofus.force.com/s/article/NPSP-Advanced-User-s-Guide-to-Importing-Data


See...

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Add Custom Fields to Your Batch (Legacy) Can I Customize the Contact/Account Search Layout That I

See...

Add Custom Fields to Your Batch(Legacy)

You can include additional Opportunity and Payment fields in your batch, includingstandard fields, Nonprofit Success Pack fields, your own custom fields, or even fields froma managed package. The fields must be one of these field types: Lookup, Currency, Date,Checkbox, Email, Number, Phone, Picklist, Picklist (Multi-Select), Text, Text Area, URL. Addthese fields to the NPSP Data Import object, and then you'll be able to select them whencreating a new Batch Gift Entry batch.

NoteBatch Gift Entry was built using components of NPSP Data Import, so that is whyyou have to add these fields to the NPSP Data Import object in order to makethem available in your batch.

ImportantIf you enabled NPSP Data Import Advanced Mapping in NPSP Settings, map newfields using the Advanced Mapping interface instead of using Help Text mapping(as outlined in the instructions below). For information about connecting fieldsusing Advanced Mapping see Customize Advanced Mapping

As the Salesforce Administrator, you'll need to do three things in order to add the customfield to the batch:

1. Create or find the field you want to include:

a. Find the API Name of an Existing Field.

b. Create the Custom Field.

2. Create a Corresponding Field on the NPSP Data Import Object.

3. Select the field when you Create and Edit Gift Batches (Legacy).

NoteThis is the same process required to include additional fields using the NPSP DataImporter. For more information, see Map Custom Fields Using Help Text (Legacy).

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Add Custom Fields to Your Batch (Legacy) Find the API Name of an Existing Field

Find the API Name of an Existing FieldIf you want to map to an existing field instead of a new custom field, you just need to findthe API Name and copy it to your clipboard.


2. Click the Object Manager tab.

3. In the list of objects, click Payment (or Opportunity).

4. Click Fields & Relationships.

5. Find the field you want to map. You can only include fields that are of the followingtypes: Lookup, Currency, Date, Checkbox, Email, Number, Phone, Picklist, Picklist (Multi-Select), Text, Text Area, URL.

6. Copy the API Name to your clipboard. For example, if you want to import the PaymentAcknowledged Date field, you would copy npsp__Payment_Acknowledged_Date__c toyour clipboard.

Note that fields from the Nonprofit Success Pack packages begin with namespace prefixessuch as npe01__ or npsp__ while custom fields you create do not have a prefix. Thecomplete API name includes both the namespace prefix (if one exists) and the trailing __c(double underscore 'c').

Now that you have your API name, you'll need to Create a Corresponding Field on the NPSPData Import Object.

Create the Custom FieldYou can also create new custom fields and include them in your batch.

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Add Custom Fields to Your Batch (Legacy) Create the Custom Field

Let's walk through an example. Save the World would like to have a custom field for thedate of the check used for a payment, and include that information in their batch. First, we'llcreate a field called Check Date on the Payment object.

To create a custom field to include in your batch:



3. In the list of objects, click Payment. You could also choose Opportunity, but ourexample field is on the Payment object.


5. Click New.

6. Select the type of field and click Next. For our example, we'll choose Date.

NoteRemember that you can only include fields in a Batch Gift Entry batch thatare of the following types: Lookup, Currency, Date, Checkbox, Email, Number,Phone, Picklist, Picklist (Multi-Select), Text, Text Area, URL.

7. Complete this information:

a. Field Label: Check Date

b. Field Name: Check_Date

c. Description: The date on the check used for the payment.

d. Help Text: The date on the check used for the payment.

8. Click Next.

9. Click Next again to accept default security.

10. Click Save.

The custom field now exists within Salesforce and you see it in the Payment Fields &Relationships list. Take note of the text in the Field Name column. This is the API Name.Copy the text from the Field Name column to your clipboard or a separate note as you'llneed it in the next step.

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Add Custom Fields to Your Batch (Legacy) Create a Corresponding Field on the NPSP Data Import Object

Now you'll need to Create a Corresponding Field on the NPSP Data Import Object.

For more information on creating custom fields, see Create Custom Fields in the Salesforceonline help.

Create a Corresponding Field on the NPSP DataImport ObjectNow we want to create a corresponding custom field on the NPSP Data Import object forour Check Date field. The field must exist in both places because we need to map one tothe other.



3. In the list of objects, click NPSP Data Import.


5. Click New.

6. Select Date.

NoteYou must select the same field type as the custom field you're mapping to.For example, if the field on the Payment record is a Date field, you'd selectDate here. There are two exceptions: picklist and checkbox fields. A text fieldin NPSP Data Import can map to a picklist field on a target object. When youenter gifts in a batch, Batch Gift Entry will show the target field's picklist valuesyou can select. Checkbox field mapping is a little more nuanced; see Mappinga Checkbox in NPSP Data Import Object.

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https://help.salesforce.com/articleView?id=adding_fields.htm

Add Custom Fields to Your Batch (Legacy) Mapping a Checkbox in NPSP Data Import Object


a. Field Label: Payment Check Date

It doesn't matter what you name this field but pick a label that makes it clear whichrecord this maps to. We're picking something really obvious here—words that mapexactly to the custom field we created in the previous section.

b. Field Name: Payment_Check_Date

c. Help Text: Payment.Check_Date__c

• If you've not enabled NPSP Data Import Advanced Mapping and are stillusing Help Text mapping, this help text is critical and it's what will allow forthe mapping to the appropriate object. The Help Text field specifies theobject instance and field name you want to copy the data to using the formatObjectGroup.FieldName. (That last part is the API name you copied to yourclipboard, after creating the custom field in the previous section. If you weremapping an existing field, you'd just copy the API name for that field.) SeeTroubleshoot Invalid NPSP Data Import Help Text Mappings (Legacy) if you'rehaving difficulty with Help Text mapping.

• If you enabled NPSP Data Import Advanced Mapping, you should use theAdvanced Mapping interface to connect the fields; for information aboutconnecting fields using Advanced Mapping see Customize Advanced Mapping.

• ObjectGroup must be either Opportunity or Payment. The Help Text mustmatch the API names for the object and field exactly—including capitalizationand make sure there aren't any inadvertent spaces.

8. Click Next.


10. Click Save.

This field will now be available to select when Create and Edit Gift Batches (Legacy).

Mapping a Checkbox in NPSP Data Import ObjectCheckbox fields get a little squirrelly when you're trying to process them in a data import tooland Batch Gift Entry. In order to allow your users more flexibility around checkbox fields inBatch Gift Entry and Data Importer, the corresponding field should be a picklist.

This picklist translates what you see in the Opportunity or Payment checkbox field (thecheckbox as checked or unchecked) to their Boolean equivalents (True for checkedand False for unchecked). Through Batch Gift Entry, your users will be able to uncheck a

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previously checked checkbox field or even leave a checkbox field completely unchanged byleaving that field blank for any given donation line item.

We'll walk through this for the Private checkbox on the Opportunity object, but remember,you can do this with any custom or standard checkbox field on Opportunities or Payments.To map the Private checkbox field to the Data Import Object:



3. In the list of objects, click NPSP Data Import.


5. Click New.

6. Select Picklist.


a. Field Label: Donation is Private

You can choose a different name here, but pick a label that makes the mappingclear.

b. Select Enter values, with each value separated by a new line and enter thefollowing values:

i. True

ii. False

c. Field Name: Donation_is_Private

d. Help Text: Opportunity.IsPrivate

• If you haven't enabled NPSP Data Import Advance Mapping and are still usingHelp Text mapping, this must match the object and field name, using the formatObjectGroup.FieldName. The information you enter into this field links the fieldin Batch Gift Entry to the appropriate field on Opportunities or Payments. TheHelp Text must match the API names for the object and field exactly, includingcapitalization. Learn more in Troubleshoot Invalid NPSP Data Import Help TextMappings (Legacy).

• If you've enabled NPSP Data Import Advanced Mapping, you should use theAdvanced Mapping interface to connect the fields; for information aboutconnecting fields using Advance Mapping see Customize Advanced Mapping.

8. Click Next.


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10. Click Save.

This field will now be available to select when Create and Edit Gift Batches (Legacy).

If you find your users would prefer to see different picklist values, you can customize themafter you've created your picklist field in NPSP Data Import object in a few steps:

1. Click on the name of the field you created, Donation is Private.

2. Down in the Values section, click on Edit to the left of the value you'd like to update.

3. Change the Label to the value you'd like your users to see. For example, perhaps they'dlike to read Checked instead of True. Do not change the API Name. The True or Falsevalues are necessary for NPSP to know whether or not to check the checkbox throughBatch Gift Entry.

4. Click Save.

5. Update the other value's Label to Unchecked if you'd like.

Now when your users interact with this field in Batch Gift Entry, they'll see the options toenter no value at all, Checked, or Unchecked.

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