Batch Entry allows you to record multiple payments efficiently while keeping them grouped together for reconciliation, reporting, and receipting.

If you're only adding a single payment, you can enter it directly from the contact record. Payments submitted through Vega web widgets or the API are processed automatically, including payment processing, de-duplication, receipting, and linking the payment to the correct contact.

Use Batch Entry when you need to:

• Record multiple payments at once.
• Process donations received by cash, cheque, EFTPOS or bank transfer.
• Reconcile payments before posting.
• Export banking and reporting information.

Open or Create a Batch

Navigate to Money > Enter A New Batch.

On the left-hand side you'll see:

• Awaiting Batches – Unposted batches awaiting completion.
• Recent Batches – Recently created batches, whether posted or unposted.

To create a new batch, click Enter a New Batch.

This will open the batch form, where your recent batches remain accessible from the left-hand panel. If you select an existing batch but later decide to create a new one, click the Add Batch button in the top-left corner to open a new batch form. You can also click Add Person from this screen to create a new contact.

Create a New Batch

Complete the batch details before entering payments.

Batch Code

Every batch requires a unique Batch Code.

Using a consistent naming convention makes batches easier to identify. For example:

• Payment date
• Campaign name
• Payment type
• User initials

Alternatively, click Auto to generate a batch code automatically.

Example:

HO20220411vS

This example represents:

• HO – Head Office
• 2022 – Year
• 04 – Month
• 11 – Day
• vS – User initials

Batch Date

The batch date defaults to today's date but can be changed if required.

Set Defaults

Selecting Set Defaults allows you to pre-populate common payment information, such as:

• Bank Account
• Campaign
• GL Code
• Payment Attributes

Using defaults speeds up data entry and reduces errors.

Note: All default values can be changed for individual payments except the Bank Account.

Click Create Batch to save the batch.

Your new batch will now appear in the Recent Batches list.

Add Payments to the Batch

Click Add New Item.

Search for a contact using:

• Vega ID
• Name
• Email
• Address
• Phone number

By default, only active contacts are shown.

Select Search inactive contacts only if required.

You can also:

• Add a new contact.
• Edit an existing contact before recording the payment.

After selecting the contact, you'll be able to:

• Allocate payment to an existing pledge.
• Allocate payment to an outstanding invoice.
• Record a new payment.

Completing the Payment Form

The payment form is the same whether you're adding a payment from Batch Entry or directly from a contact record. If you created batch defaults, those values will already be populated.

Contact Information

The left-hand panel displays useful information about the selected contact, including:

• Vega ID
• Name and organisation
• Email address
• Phone numbers
• Address
• Membership information
• Contact Branch
• Receipt preference
• Key Attributes (if enabled)
• Alerts (if enabled)

Note: The Key Attributes and Alerts sections are optional and can be enabled or disabled in Admin > Financial Settings. When enabled, they provide additional contact information and important alerts directly within the payment form to assist when processing payments.

Payment Attributes

Payment Attributes appear below the contact details.

By default, the Contact Branch is included. Additional payment attributes can be selected where applicable.

When to use a Payment Attribute

Use a Payment Attribute when the information relates only to a specific payment or transaction.

Examples include:

• Which fundraiser collected the donation.
• Which collection bucket or donation box the payment came from.
• Which event generated the donation.
• The appeal or campaign source.
• A payment-specific reference number.
• Payment processing information.

Unlike Contact Attributes, Payment Attributes can vary from one payment to the next for the same contact.

Select a Payment Type

Choose the appropriate payment type.

See the linked articles above for detailed information about each payment type.

Payment Details

Enter the payment information.

Pay Type

Select the payment method (for example Cash, Cheque, Credit Card or Bank Transfer).

If your organisation has a payment gateway configured, selecting Credit Card allows the payment to be processed directly within Vega.

Total Amount

Enter the total payment amount received.

Distributions

Distributions determine how the payment is allocated.

Single Distribution

If the entire payment belongs to one Campaign and GL Code:

• Select the Campaign.
• Select the GL Code.
• Choose the receipt settings.
• Save the payment.

Multiple Distributions

A single payment can be split across multiple Campaigns or GL Codes.

This is useful when one donor wishes to support multiple projects.

Note: Multiple distributions still create one payment, with a single transaction ID and receipt number.

Receipt Details

Complete the receipt information.

Receipt Delivery

Choose how the receipt will be sent.

• PDF – Generates a printable PDF receipt.
• Email – Emails the receipt to the contact's preferred email address.

Tip: If processing a credit card payment through your payment gateway, save the payment first to confirm the transaction has been approved before sending the receipt.

Save the Payment

Click Save.

You'll then be asked whether you'd like to add another payment.

• OK opens the contact search to continue adding payments.
• Cancel returns you to the batch.

The batch totals update automatically, allowing you to confirm:

• Total amount entered.
• Number of payments.
• Pending payments.
• Declined payments.

Post the Batch

Once all payments have been entered and reconciled, click Post Batch.

Posting the batch finalises it and enables the available export and reporting options.

Export Options

After posting, you can export the batch as:

• CSV
• BNZ Direct Debit File
• Connected Recurring Payments
• Secure Pay File

Reports and Outputs

Posted batches also provide the following output options:

• Membership Report
• Bank List
• Summary Report
• Detailed Report Summary
• Receipt Stubs
• Batch Labels