Rock U - Finances - Batches

Transcribed Video Content

Clean books start before a single transaction hits the ledger. Batches are used to group transactions to make sure they're entered cleanly and that what's reported in Rock fits well into your accounting system. Let's look at how to edit and look at batches right now. So let's look at a financial batch. And to find that, we'll go to finance and then go up to batches. And just remember these batches are a collection of transactions. So let's go to one of these more stacked batches here. We can see we've got one with a lot of different transactions inside it. But first I want to show you, it's easy to filter here because you'll likely end up with a ton of batches and you may want to find really specific ones based on accounts, date range, transaction type, contain source type, and more. So you can easily do that. You can add batches. Then if we scroll down here, a really nice thing is you can see total results. And this will tell you for different funds, different accounts, and this will eliminate the need for some reports because this actually updates as you change things contains source type or contains transaction type, you can filter here and then you'll notice this amount actually updates. But we're gonna clear that And let's just go to batch five here. I'll click on it and we have 50 transactions under it, all sorts of different transactions and we have the currency type shown. You can really get some detail on what the actual transaction looks and you can easily click and go to it from here making things easier for yourself. But some important things to note, up here you can see the transaction amount and then the control and the variance. The variance is just the difference between the control and the transaction amount. And to be able to close a batch, you must have the control equal the transaction amount, making sure that what we actually calculate here based off the transactions really match your control amount. Now you can see a breakdown for each account on how much was given for each account and the currency totals. Also what those different currency types are credit card is what's being used here primarily. Let's edit. You can also change the batch start and in state, this has no in state and it's still open, meaning as new transactions roll in, they can get attached to this batch. And here we can pick the control amount, control item count, the campus, an accounting code if if you're feeding this data into your accounting software and you can add a note on the batch as well. Now it's really nice to have notes on your batches and transactions. That's something that Rock will automatically do for you as you receive money for things event registration. And that will mean even if the event registration is gone, it's easier for you to know what a transaction was about. Then you can quickly remove transactions if you need to, add new ones. And then if you wanna check recent updates, you can click on the audit details here, see who created the batch. This was automatically created and it was modified by the system, so we don't see anything here. You can also see an ID for the audit. Then if you want an in-depth log on what's changed on this just to make sure that everything is up to date and what the history of this batch is, you can go to the audit log and that's it for batches. A reconciled batch is the difference between clean books and a frustrating audit. So build the habit, train other people on your team how to reconcile batches properly, and you will be all good.