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In Nimble AMS, all financial transactions are associated with a batch. With batches you can group financial transactions by entity and transaction date. Batches are posted to finalize the transactions within the batch, and you can export them from Nimble AMS to import into your general ledger.

 In this section, you will find information and steps for working with batches.

Batch Record Types

Batch record types are used to record how a batch was created within Nimble AMS:

  • Automatic—A new automatic batch is created:
    • When staff enters the first order of the day in Nimble AMS andBatch is set to Automatic. Once an automatic batch is created, it is used for the remainder of the day by any staff that selects the automaticbatch. 
    • When a constituent places the first order of the day in Community Hub.
    • By automated processes within Nimble AMS. For example, the batch that is created when an inter-entity transaction is created. 
  • Manual: Created by staff. Typically, a manual batch is used to collect orders by specific bank deposits or some other related grouping.

Automatic Batch Updates

A batch updates automatically when items on a batch change:

  • The date fields on a batch update when the Batch Status changes. 
    • Pending On updates when Batch Status is set to Pending.
    • Posted On updates when Batch Status is set to Posted.
    • Exported On updates when Batch Status is set to Exported.
  • When an order is adjusted or added to the batch, an Apex job is scheduled to update the batch totals:

    • Total Cash Value updates to reflect the sum of payments in the batch.

    • Revenue updates to reflect the sum of income in the batch.

    • Totals Last Updated updates to reflect the Date/Time the totals were updated.

      It may take up to 5 minutes for the batch totals to reflect any changes.

General Ledger Export

Nimble AMS supports a general ledger export that is compatible with Microsoft Dynamics GP. Use the GL Exports feature to use any other GL system(s) which require export files in .csv, .txt and .iif formats.

Key Fields on a Batch

Batch Status

As a batch is used within Nimble AMS, the Batch Status updates to reflect the life cycle of the batch. Typically, a batch moves from Open to Pending, to Posted, and finally to Exported

Here are details about each of the available batch statuses: 

  • Open—Staff can to add carts or transactions to the batch.
  • PendingOptional. Staff are prevented from adding carts or transactions to the batch. This status is useful if your association has decentralized the entry of transactions and staff need a method of communicating to the accounting department when the batch is ready for review or posting. If another transaction should be added to the batch, the Batch Status may be changed back to Open.
  • Posted—Thetransactions within the batch are finalized and additional transactions cannot be added to the batch. Once in the Posted status, the Batch Status may not be changed back to Open or Pending. Instead, staff can export the batch to the general ledger. When in this status, adjustments to transactions within the batch must be completed in a new batch.
  • ExportedFinal stage in the batch life cycle. When a batch is exported, a document containing the transactions from the batch is created. The export document may be downloaded and imported into your general ledger at anytime. Learn more about Documents (external).

Batch Health

A batch must be considered healthy before it can be posted and exported. Healthy batches have a Health of

 . A batch is considered unhealthy—Health is 
—if Difference Cash Value is not equal to $0.00 or Cart Count is greater than 0. 

Batch Source

Like the batch record type, the batch Source tells you more about how the batch was created:

  • Salesforce—batch was created bystaff.
  • Self Service—batch was automatically created by the first order of the day in Community Hub. 
  • System—batchwas created by an automated process in Nimble AMS.

Batch Reconciliation Identifier

When a batch is created, Batch Reconciliation Identifier populates with a unique value. The value in Batch Reconciliation Identifier is passed to the payment gateway each time a transaction is made within that batch. If you're using the BluePay payment gateway, the value is stored in Custom ID 1 and if you're using the Authorize.Net payment gateway, the value is stored in Invoice Number.

In orgs where Nimble AMS was installed prior to the Summer '18 release, the value in Batch Id is passed to the payment gateway as the invoice number, rather than the value in Batch Reconciliation Identifier. Because a cart is related to a different batch if paid on a day after it was created, mismatches can occur between the value in Batch Id and the value in the payment gateway. This can lead to transaction errors and reconciliation difficulties.

For an enhanced experience, we recommend you Enable the Batch Reconciliation Identifier in your org.

Accounts Receivable (AR) Impact

Nimble AMS calculates the amount that your accounts receivable will be impacted per batch. You can review the AR Impact for each batch to understand how the batch will affect your AR balance. When a batch is posted and exported, the GL import document that is generated may have an impact on the AR balance in your GL accounts. 

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