Staffer Quick Guide
Data entry in three steps — everything is saved and audited automatically. Page 2 is the floor SOP: sorting, depositing, scanning, boxing.
Pick the client and the batch kind, then check the BatchID. Replyslip batches number themselves from your abbreviation — STT.01, STT.02, … per client, restarting each day — but that is only a suggestion: type your own over it (max 6 characters, e.g. ANN.01) when the bundle is already named, or key one if the box comes up empty. The batch is created under whatever the box says.
Click the dashed scan box, scan the reply slip — the donor fields fill in and the cursor lands on Amount. Type the amount, press Enter. No barcode? Key the fields by hand.
When the bundle is done, click Submit Batch. This locks it and puts it in the client's daily file and weekly export. More mail? Start the next batch.
Batch kinds
| Replyslip | Normal donations — checks, cash, credit card |
| Whitemail | Donations without a mail package — nothing to scan, so key each one; the WM / DM chips above the form set the MailCode every new entry starts with, so both can share a batch |
| Zero | Non-donor mail — removals, deceased, empty envelopes ($0) |
| ACH / Wire, Stock, Chargeback / Dispute | Not yours to start — these come from the bank statement (Reconciliation), or from Search for a bounced gift (see Bounced checks). No envelope is worked, so none of them is caging activity |
Zeros: rapid scan
A Zero batch names itself ZERO (ZERO.2 for a client's second that day) — typeable, like any BatchID. Open it, pick the comment chip (Demands to be removed / Deceased / Duplicate / Bad CC), then scan slip after slip. Beep = saved. Buzz = problem — a duplicate is held back: press Enter on the empty box to save it anyway, or just scan the next slip. Wrong scan? Undo Last Scan.
Bad CCs get their own Zero batch, and the Bad CC chip turns its Yes Inactive off for you: the card failed, but the donor did answer the appeal, so they stay active.
Search
Each row is what to match plus how: Begins With (Smi finds Smith and Smithson), Contains, or Is (exact). Fill in as many rows as you know and press Enter — a gift must match every filled-in row. Amounts take =, >, ≥, <, ≤ (an exact amount also finds its chargeback); dates can be one day, on-or-after, on-or-before, or a range.
Source limits results to caging entries or to non-caging WinRed / Anedot donations. Results caps how many rows come back per source. Clear starts over.
Bounced checks
Go to Search, type what you know about the original gift (last name, amount, zip…), press Enter, click Chargeback… on the right row, confirm. That's it — the chargeback batch is made and submitted for you.
Fixing mistakes
- While a batch is open: use Edit / Delete next to any entry.
- After Submit: go to the Batches tab, click the batch, click Reopen — it returns to Open and you can fix it, then submit it again.
- Once a batch is reconciled (delivered to the client) it can't be reopened — a backed-out gift enters as a new chargeback/dispute batch instead.
- Every change is recorded in the audit trail, so fixing honestly beats working around.
End of your day
Open the Work tab — it lists everything you entered today with totals. Check it against your adding-machine tape before you leave.
Signing in
- Passwords are at least 12 characters. Never share yours.
- If MFA is on, enter the 6-digit code from your authenticator app after your password.
- Locked out or new phone? An admin can reset your password or MFA.
Golden rules
- One batch = one bundle of mail. Submit it before you go home.
- Enter what's on the check — the system cleans zips, states, and phones for you.
- Phone, Zip and Email are whole or empty — a phone is all ten digits, a zip is five (or nine for ZIP+4, where the hyphen writes itself), an email needs a name, an @ and a domain. The boxes turn red while one is part-keyed and won't let the entry save until it is finished.
- Never enter credit card numbers anywhere. We don't store them, ever.