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[BETA Users] Getting Started with Check Scanning in Admin Batch Giving

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Summary: A complete guide to scanning, reviewing, and committing check batches in Admin Batch Giving — including manual entries, donor matching, and external organizations.

Before You Begin

  • Platform Navigation: Check scanning is managed within Admin Batch Giving. This location is the same across both platform versions (2.0 and 3.0).

  • Scanner Required: The supported check scanner is the Panini Vision E. More info: Here

  • Checks-and-Balances Preparation: Before scanning, you will need to know your check count and total dollar amount ahead of time — this creates a checks-and-balances system as you scan.

  • Understanding the Batch Table: When you land on Admin Batch Giving, you'll see a table listing all existing batches with the following columns: Entries (increases as entries are added), Batch name (includes batch type: Check Scanning or Manual Entries), Date, Location, Amount, and Status.

Step-by-Step Instructions

1. Navigating to Admin Batch Giving

  1. Check scanning is managed within Admin Batch Giving. This location is the same across both platform versions (2.0 and 3.0).
  2. From the main navigation, go to Giving.
  3. Select Admin Batch Giving.

2. Understanding the Batch Table

  1. When you land on Admin Batch Giving, you'll see a table listing all existing batches. Here's what each column represents:
  2. Entries — The number of entries within the batch. This count increases as entries are added.
  3. Batch name — The name of the batch. Below the name, you'll also see the batch type — either Check Scanning or Manual Entries.
  4. Date — The date associated with the batch.
  5. Location — The location the batch is tied to.
  6. Amount — The total dollar amount within the batch.
  7. Status — The current status of the batch (see Section 10 for all statuses).

Actions on a Batch

  1. Click the action button on any row to access the following options:
  2. Edit — Opens the batch for review and editing.
  3. Delete — Only available for uncommitted batches. You will be prompted to confirm. Committed batches cannot be deleted.
  4. Export — Downloads a report of all batch entries.

Search and Filter

  1. Use the search bar to find a batch by name, or click the filter button to narrow by:
  2. Location — Filter batches associated with a specific location.
  3. Date range — Filter by creation date (on or after / on or before).
  4. Status — Filter by Committed or Uncommitted. Note: Pending status cannot be filtered, as it is a brief transitional state.

3. Creating a New Check Scanning Batch

  1. Before scanning, you'll set up the batch with key details. You will need to know your check count and total dollar amount ahead of time — this creates a checks-and-balances system as you scan.
  2. Click Add New Batch from the Admin Batch Giving page.
  3. Select a Location (required). This cannot be changed after the batch is created — if you select the wrong location, you must delete the batch and start over.
  4. Enter or edit the Batch Name. The default name is auto-generated as: Date + "Batch Entry" + batch number for that day (e.g., "04/15/2026 Batch Entry 2"). You can customize this freely.
  5. Under "How do you plan to create this batch?", select Check Scanning.
  6. Click Create Batch and Continue.

Preparing Checks for Scanning

  1. On the next screen, you'll enter your expected batch details before scanning begins:
  2. Select a Fund. Choose one specific fund to apply it to all checks automatically, or select Multiple Funds to assign a fund to each check individually during review.
  3. Enter the Gift Date — the date the checks were received.
  4. Enter the Number of Checks you plan to scan.
  5. Enter the Total Amount of all checks combined. The Total Amount includes any manual entries you plan to add in this batch as well. If you plan to add Loose Cash to this batch, be sure to include this in your Total Amount.
  6. Click Next to enter the scanning view.

4. Scanning Checks

Check Scanner Connection

  1. The supported check scanner is the Panini Vision E. At the bottom of the scanning screen, you'll see the scanner status:
  2. Green = Connected
  3. Red = Not connected
  4. If the scanner shows as not connected, unplug and replug the device. A troubleshooting prompt will appear to help guide you through reconnection.

Scanning Orientation

  1. Important: When feeding checks into the scanner, ensure the checks are facing to the right. Inserting them facing the wrong direction will result in backwards scan images and you will be forced to rescan.
  2. Batch Summary Panel (Right Side)
  3. As you scan, the right panel gives you a live overview of your batch:
  4. Batch total — Running dollar total of scanned entries
  5. Expected total — The amount you entered when setting up the batch
  6. Checks allocated — Checks matched to a donor account
  7. Checks scanned — Total checks fed through the scanner
  8. Manual entries — Cash or manual checks added

Note — First-time MICR reads: If this is the first time the scanner has read a specific check's MICR line (routing/account number), it will not allocate to a donor automatically. You will need to manually associate a donor for that check the first time. After that, the system will recognize the account and auto-associate on future scans.

5. Reviewing and Editing Scanned Checks

Once checks are scanned, they appear in the list on the right. Clicking a check opens its detail view on the left for review. 

Check Detail Fields

  1. Donor — The matched donor. If unmatched, you must assign one (see Section 7).
  2. Address — If the donor wrote a new address in the check memo, click Update Address to save the change to their profile.
  3. MICR line — Displays routing number, account number, and check number. Click the eye icon to reveal.
  4. Amount — Detected from the check. May require confirmation if the confidence score is low (see below).
  5. Fund — Editable. You can split a check across multiple funds — just ensure the fund amounts add up to the check total.
  6. Gift date — Editable.
  7. Memo — Up to 140 characters. The scanner automatically attempts to read the memo line. This cannot be disabled at this time.

Confidence Scores and Amount Errors

  1. Check scanning is powered by a verification system that assigns a confidence score to each scanned value (amount, check number, memo). If the confidence score is 60% or below, the system flags the check and requires a human to review. 
  2. When a check is flagged for a low confidence Amount, you'll see it highlighted in orange. You do not need to retype the Amount — simply review it visually and click Update to confirm you've reviewed it and clear the flag.

MICR Line Misreads

  1. Occasionally, the scanner may misread the MICR line — for example, pulling the check number into the account number field. This can happen especially when the check number appears at the front of the MICR line.
  2. To correct this, manually enter the correct account number and click Update. The routing number, account number, and check number are all visible and editable in the detail panel.

Splitting a Check across Funds

  1. In the Fund section, click to add an additional fund row.
  2. Enter the dollar amount for each fund.
  3. The system will alert you if the split amounts don't match the check total — adjust as needed before updating.

Rescanning a Check

If a scan comes through blurry, low resolution, or appears incorrect, click Rescan Check. Place the check back into the scanner, and once the new image appears, click Replace Original to update the record.

Check Images

You can toggle between the front and back of the scanned check image. Note that the image displays in threshold mode (high contrast black and white), which is normal — this is how the scanner captures check images.

6. Adding Manual Entries

  1. Within a check scanning batch, you can also include manual entries for cash or non-scanned checks. This allows you to keep all donations from a single giving period in one batch.
  2. Click Add Manual Entry in the batch view.
  3. Assign a Donor, or choose Loose Cash if the cash was collected without an associated donor (e.g., an offering plate collection). Selecting Loose Cash locks the payment type to cash.
  4. Select a Payment type: Cash or Check (manual, not scanned).
  5. Enter the Amount, Fund, and Gift Date.
  6. Click Save.

Note: Adding a manual entry will update the batch total. If your new batch total no longer matches your expected total, you will be prompted to resolve the discrepancy before committing (see Section 9).

7. Donor Matching and Unmatched Entries

Matching a donor to a scanned check

  1. When a check's account and routing number are not yet associated with a donor in the system, you will need to assign one manually. You have three options:
  2. Search existing donors — Begin typing a name in the donor field. Matching results will display with name, email, phone, member ID, and address to help you find the right person.
  3. Create a new donor — Enter a first name and last name (required), along with optional phone number and address. Click Create Donor to add them to the system and associate them with this check.
  4. Unable to choose donor — If the donor cannot be identified or is not in the system, select this option. The entry will be marked as an unmatched entry.

Viewing and Resolving Unmatched Entries

  1. Unmatched entries are checks or manual entries without an associated donor. You can access these from the main Admin Batch Giving page by clicking View Unmatched.
  2. From within the unmatched entries list:
  3. Click on an unmatched entry to open it.
  4. Click Add a Donor and type the donor's name.
  5. Click Update. The entry will be moved back to its batch and the donor will be associated going forward.
  6. After updating, you can email the donor a receipt, view the batch, or exit. Note that it may take a few minutes for the update to fully reflect in the transaction history.

8. External Organizations and Pass-Through Donations

If a check comes from an organization rather than an individual donor, you can designate it as an External Organization.

Creating or Selecting an External Organization

  1. In the donor field for that check, select External Organization.
  2. Search for an existing external organization, or click to create a new one.
  3. When creating: enter the Organization Name (required) and select the Type — Church, Nonprofit, Corporation, Foundation, Trust, or Other (required). Address, country, and primary contact are optional.

Pass-Through Donations

  1. If this is a pass-through donation (funds collected by an organization on behalf of an individual), enable the Pass Through option and select the conduit type:
  2. IRA — Individual Retirement Account Use for QCD
  3. DAF — Donor Advised Fund
  4. Other — Any other conduit type
  5. Additional fields:
  6. Associated donor — The individual the funds are given on behalf of
  7. Pass Through Donation — Flag if applicable

Note — QCD donations: For Qualified Charitable Distributions, select IRA as the conduit type.

9. Committing a Batch

Committing a batch submits all entries for processing. Before committing, ensure all checks are reviewed and the batch total is correct.

Resolving Amount Mismatches

  1. If your current batch total does not match the expected total you entered when creating the batch, you will be prompted to resolve this before proceeding. You have two options:
  2. Review batch — Go back into the batch to find and correct any discrepancy (e.g., a check that scanned for the wrong amount).
  3. Update total amount — If the original expected total was simply entered incorrectly (e.g., you forgot to account for a cash entry), update the expected total to match the actual batch total and confirm.

Committing

  1. Click Commit Batch.
  2. Review the confirmation screen, which tells you:
    1. The number of donations that will be marked successful
    2. That checks will be deposited within 1 business day
    3. That donors will be able to view donations in their history
    4. That the entries will appear on tax statements
    5. That donors with email addresses on file will receive a receipt
  3. Choose one of the following:
    1. Commit Batch — Commits and sends email receipts to donors
    2. Commit Without Sending Email Receipts — Commits but will not send email notifications
    3. Back to Batch — Returns you to the batch for further review

Important: After committing, the batch will briefly enter a Pending status. During this time, the batch cannot be opened or edited. Once processing completes, the status will update to Committed, Partially Successful, or Failed.

10. Batch Statuses Reference

Status Meaning Can Edit? Can Delete?
Uncommitted Batch has been created but not yet committed for processing. Yes Yes
Pending Batch has been committed and is in transit. This is a brief transitional state. No No
Committed All entries processed successfully. Yes No
Partially Successful Some entries processed, others failed. Yes No
Failed All entries in the batch failed to process. Yes No

Note: You can filter batches by Committed or Uncommitted status. Pending, Partially Successful, and Failed statuses are not currently available as filter options.

11. Gift Entry Cheat Sheet

A reference for all transaction types available in Admin Batch Giving.

Standard Donations

Cash (Manual Entry)

  1. Tax receipt: Yes, if to a tax-deductible fund
  2. How to enter:
    1. Select the donor.
    2. Choose Cash as the payment method.
    3. Enter the amount, fund, and memo (if needed).

Manual Check (Manual Entry)

  1. Tax receipt: Yes, if to a tax-deductible fund
  2. How to enter:
    1. Select the donor.
    2. Choose Check as the payment method.
    3. Enter the amount, fund, check number, and memo (if needed).

Scanned Check (Check Scanning)

  1. Tax receipt: Yes, if to a tax-deductible fund
  2. How to enter:
    1. Create a batch, select a location, enter a batch name, and select Check Scanning.
    2. Select the fund(s) your checks will be allocated to.
    3. Enter the date the checks were given, the number of checks, and the combined total amount.
    4. Scan checks through the Panini scanner. Review and assign donors as needed.

External Organizations and Pass-Through Donations

External Organization (Manual Entry or Check Scanning)

  1. Tax receipt: Depends on whether it is a passthrough donation
  2. How to enter:
    1. Select External Organization in the donor field.
    2. Add or search for the external organization and select its type.
    3. Select whether this is a passthrough donation and choose the conduit type (IRA, DAF, or Other) if applicable.
    4. Associate a donor, or select Unable to Choose Donor to create an unmatched entry.

Tax receipt note: If NOT a passthrough - it is not on tax receipt. If it IS a passthrough (IRA or DAF) - it will appear on tax receipt if to a tax-deductible fund.

DAF — Donor Advised Fund (Manual Entry or Check Scanning) — Passthrough

  1. Tax receipt: Yes, if to a tax-deductible fund
  2. How to enter:
    1. Select External Organization in the donor field.
    2. Enable Passthrough donation.
    3. Enter associated donor details.
    4. Select DAF from the conduit dropdown.

IRA / QCD (Manual Entry or Check Scanning) — Passthrough

  1. Tax receipt: Yes, if to a tax-deductible fund
  2. How to enter:
    1. Select External Organization in the donor field.
    2. Enable Passthrough donation.
    3. Enter associated donor details.
    4. Select IRA from the conduit dropdown.

Note: QCD (Qualified Charitable Distribution) donations are entered using the IRA conduit type.

Non-Cash and Special Transactions

Non-Cash Donation (Manual Entry)

  1. Tax receipt: Yes
  2. How to enter:
    1. Enter a Non-Cash donation type.
    2. Assign to a donor (optional) to note the donation of a physical good.

Stock — Shares Given (Manual Entry)

  1. Tax receipt: Yes
  2. How to enter:
    1. Credit the donor with a Non-Cash gift.
    2. In the memo, note the number of shares donated and the name of the shares given.

Stock — Sale Value (Manual Entry)

  1. Tax receipt: No

  2. How to enter:

    1. Create a Cash gift for the total sale price.
    2. Do not assign a donor to this entry.

    Important: This entry records overall giving for your records only. Assigning it to a donor would incorrectly credit the sale price on their tax statement. The shares given entry is what appears on the donor's tax receipt — not the sale value.

Troubleshooting & FAQs

  • [What do the different Batch Statuses mean?]: * Uncommitted: Batch has been created but not yet committed for processing. (Can Edit: Yes, Can Delete: Yes)

    • Pending: Batch has been committed and is in transit. This is a brief transitional state. (Can Edit: No, Can Delete: No)

    • Committed: All entries processed successfully. (Can Edit: Yes, Can Delete: No)

    • Partially Successful: Some entries processed, others failed. (Can Edit: Yes, Can Delete: No)

    • Failed: All entries in the batch failed to process. (Can Edit: Yes, Can Delete: No)

  • [How do I view and resolve Unmatched Entries?]: Unmatched entries are checks or manual entries without an associated donor. Access these from the main Admin Batch Giving page by clicking View Unmatched. Click on an entry, click Add a Donor, type the name, and click Update. The entry moves back to its batch. You can then email the donor a receipt, view the batch, or exit. (Note: It may take a few minutes for the update to fully reflect in the transaction history).

  • [Gift Entry Cheat Sheet - Standard Donations]: * Cash / Manual Check: Tax receipt: Yes (if tax-deductible fund). How to enter: Select donor, choose Cash or Check as payment method, enter amount, fund, check number (if applicable), and memo.

    • Scanned Check: Tax receipt: Yes (if tax-deductible fund). How to enter: Create batch, select Check Scanning, assign funds/date/totals, and scan checks through Panini scanner.

  • [Gift Entry Cheat Sheet - External Organizations and Pass-Throughs]: * External Organization: Tax receipt: If NOT a passthrough, it is not on tax receipt. If it IS a passthrough (IRA or DAF), it will appear on tax receipt if to a tax-deductible fund. Enter by selecting External Organization, creating/searching the org, selecting passthrough type (if applicable), and associating the individual donor.

    • DAF / IRA (QCD): Tax receipt: Yes (if tax-deductible fund). Enable Passthrough, enter associated donor details, and select DAF or IRA from the conduit dropdown. Note: QCD (Qualified Charitable Distribution) donations are entered using the IRA conduit type.

  • [Gift Entry Cheat Sheet - Non-Cash and Special Transactions]: * Non-Cash Donation: Tax receipt: Yes. Enter a Non-Cash donation type, assign to donor (optional) to note physical good.

    • Stock (Shares Given): Tax receipt: Yes. Credit donor with Non-Cash gift. In memo, note number of shares and name of shares.

    • Stock (Sale Value): Tax receipt: No. Create a Cash gift for the total sale price. Do not assign a donor to this entry. Important: This entry records overall giving for your records only; assigning a donor would incorrectly credit the sale price on their tax statement. The shares given entry is what appears on the donor's tax receipt.

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