General Instructions for All Batches
The system allows you to pull out specific patrons with transaction info in batches. Batches work sequentially together, so if you pull one batch this week, then next week when you pull a batch it looks back for any transactions that have not yet been batched, and gives you only the info on the transactions that are not in a former batch. With this in mind, it is important to leave previous batches in place, so the system doesn't pull that information again.
You can access the Batch Processing screen from the Database tab. There is a telltale on the home screen that will display the number of items that are available to be batched currently.
Once you access the Batch Processing screen, you will choose which type of batch you wish to process by clicking on the batch type. Then inside that batch type you will click the option to generate the batch, if there are any transactions to batch. After generating the batch, you'll see the new batch and any former batches at right. Then you can use the links present to export the merge file, print labels, or other options.
DO NOT unbatch unless you want to start over for that specific batch. If you unbatch past batches that you have utilized, then the next time you batch you will get those transactions again. The system relies on these past batches being left in place to know which have already been batched before and therefore give you only NEW transactions in the new batch.
Any previously existing batches will display on the right side, when you click into the specific batch type.
Chunks: If a batch is large, the system may divide it into "chunks", which are smaller portions of the whole. If the system tells you you have 4 chunks, then to print you would input 1, then 2, then 3, then 4 to print each chunk in order to make up the whole.
Specific batch types are below, with details:
Tickets (select delivery method)
These batches apply directly to delivery method selections for ticketing.
You can delineate some batch types by season at the right side near the GO button.
Tickets to past performances are not included in output batches.
- Print at Home - Likely not to be used, as it is assumed that patrons with this delivery method have printed their tickets at home already.
- Will Call - can batch print tickets by specific show/performance prior to audience arrival.
- Walk Up - Likely not to be used, since walk up tickets are assumed to be printed at the time they were sold
- First Class Mail - can periodically batch print tickets for mailing (recommended frequently if using this option).
- Priority Mail - can periodically batch print tickets for priority mail (recommended daily if using this option).
- Express Mail - can periodically batch print tickets for express mailing (recommended daily if using this option).
- Print all tickets for a performance - this batch function allows you to print all sold tickets to a specific performance. This was formerly part of Ticket Printing reports area.
Other Batch Types
This program allows you to create a batch of donations to make it easy to acknowledge the most recent contributing donors for their donation and provide them with tax information. First batch and export the donations. This will download a file to use for mail merge into a personalized document such as a form letter. Once you create a batch you can use the links at right to download your batch and other options. Note that this batch includes the original installment of a recurring donation, but will NOT include subsequent recurring installments. Also, the count present will be # of donors to acknowledge, not donations. If a donor donates more than once in the batch the count will reflect the one donor, but all their donations will be included in the batch.
Typically you will want to leave this batch in place when done, so next time the batch will include all donations since this batch. If you UNbatch then you will get these donations again next time.
RETAIL (online or all)
This program allows you to create a batch of ONLINE or ALL retail sales so you can fill your patrons orders for retail purchased items. Click on 'Batch and print retail' to create your batch, which will then appear on the right side. Then you can export the batch information which you can them merge into a custom invoice, letter, etc. You can also print labels directly from the batch.
Typically you will want to leave this batch in place when done, so next time the batch will include all online retail purchases since this batch. If you UNbatch then you will get these retail sales again next time.
This batch program gives you the option of Batching purchase information, or batching people information. Each batch you run will appear to the right and you have various options.
- People Batch gives you the options of exporting people, exporting organizations, exporting the join relationships between persons and organizations, and exporting email addresses.
- Purchase Batch gives you options of exporting purchase data, or exporting tickets.
Data Export batches are intended for database operators who understand relational databases. Note that individual tickets become part of the same batch as their overall purchases.
This program builds a list of members who are or will soon be ready for renewal (both rolling and annual memberships). These include:
- all members who are expiring within the number of days specified on the Membership setup page in the "Automatic renewal days" column ,
- who have already expired within 365 days of the current date;
- have not yet renewed;
- are not part of an existing batch.
It will export a merge list for you to contact these people. You can also do it automatically, by email.
Once you have created your batch, your batch will appear at right with options. You can use the options to have the system send emails, print labels, etc. You can export batches including or excluding those patrons who have since renewed:
- "Export complete batch" - Exports a mail merge file of all members due for renewal, regardless of whether they've now renewed or not.
- "Export only non-renewed" - Exports a mail merge file of all members who have not yet renewed. Use this if you are reusing the batch and want to avoid those members who have already renewed since the batch was created. So if you wish to contact patrons multiple times, you can simply re-export the batch without those that have renewed, and get the non-renewed members to send them another reminder.
- "Email non-renewed" Use this option to send email reminders to those members within the batch that have not yet renewed. This email can be customized in the Setup > System Messages > Emails area. If you wish to send additional email reminders, just click this link again on an existing batch, and it will email only those members in that batch who have still not yet renewed.
- "Email non-renewed via household" - as above, but will also suppress sending emails to those members who have a linked household member who now has an active membership of the same type.
IMPORTANT - a starting batch
First, it is important to note that if you have never created a batch in a specific category above, then the first batch you run will include ALL of those patrons/transactions from prior to that batch run date. So if you plan to start running batches regularly, be sure to start by creating a first batch of all those previously so the next batch you run will be only those patrons from the recent period SINCE that first batch.
GOING BACK TO AN EXISTING BATCH
If you need to pull the data file or labels from an existing batch, just click into that batch type and previous batches will display on the right with links. Do not unbatch any batches unless you later want to get them again in a future batch you run.