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Recording Donations

Recording donations in B1 Admin is done through the Batches system. You create a batch to represent a collection (such as a Sunday offering), then add individual donations to that batch. This keeps your giving records organized and easy to reconcile.

Before You Begin

  • Set up your funds so you can assign donations to the correct categories
  • Create a batch to hold the donations you are about to enter
  • Make sure the donors are in your people directory so you can look them up when entering gifts

Creating a Batch and Adding Donations​

  1. In B1 Admin, open the section menu in the top-left corner and choose Donations, then click Batches.
  2. Click Add Batch.
  3. Enter a name for the batch (e.g., "Sunday Offering - Jan 5") and select the date. Click Save.
  4. Your new batch appears in the list showing zero donations and $0.00.
  5. Click on the batch name to open it.

Entering Individual Donations​

  1. In the batch detail page, type the donor's name in the search field to find them.
  2. After selecting a person, the donation entry form appears with fields for Date, Payment Method, Fund, Amount, and Check Number.
  3. Fill in the details and click Add Donation.
  4. The donation is added to the table below, and the form resets so you can enter the next one.
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You can quickly enter multiple donations in a row without leaving the batch page. The form resets after each entry so you can move through a stack of checks or envelopes efficiently.

Splitting a Donation Across Multiple Funds​

Sometimes a single donor gives to more than one fund in one transaction. To handle this:

  1. Click the Edit button on the donation row.
  2. In the edit form, add amounts to different funds. The total will automatically calculate from the individual fund amounts.
  3. Click Save to update the donation.
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Splitting donations across funds is common when a donor writes a single check designated for multiple purposes, such as General Fund and Missions.

Editing or Removing Donations​

To edit a donation, click the Edit button on its row in the batch. You can change the date, amount, fund, payment method, or any other detail. Click Save when you are done.

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The batch page header updates automatically to show the total number of donations and the combined dollar amount as you add or edit entries. Use this to reconcile against your deposit slip.

Refunding a Donation​

If a donor was charged in error or asks for their money back, you can refund a completed donation directly from its edit screen -- no need to go to your payment gateway's dashboard.

  1. Open the donation and click Edit.
  2. Click the Refund button next to Delete at the bottom of the form.
  3. Confirm the dialog: "Refund this donation in full through the payment gateway? This cannot be undone."

The donation is refunded in full through the original payment gateway and marked Refunded in your donation lists.

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Refunds are full refunds only -- there is no way to refund a partial amount from B1 Admin. The refund also cannot be undone once confirmed.

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The Refund button only appears for donations that were paid online (they have a gateway transaction) and are still in Complete status. Manually entered donations (cash, check) do not have a gateway transaction to refund -- edit or delete those instead.

Next Steps​