Summary: This comprehensive guide walks you through the entire check scanning process in Admin Batch Giving. You will learn how to navigate the batch giving dashboard, establish checks and balances, scan physical checks, manage external organizations, and successfully commit your batches.
Before You Begin
Hardware: Ensure your Panini SPA Vision e check scanner is plugged in and connected to your computer.
Preparation: Count your physical checks and any loose cash, and calculate your total expected deposit amount. Knowing these numbers beforehand is required to set up your batch's strict checks and balances.
Navigation: You can access this feature at any time by navigating to Giving > Admin Batch Giving in your Tithely menu.
Step-by-Step Instructions
Part 1: Navigating the Dashboard & Batch Options
Viewing and Filtering Batches
Navigate to Giving > Admin Batch Giving.
Review the main table. Each row represents a single batch and displays the number of entries, batch name, type, date, associated location, total amount, and current status (Uncommitted, Pending, or Committed).
Click the Filter button at the top of the page.
Select your preferred criteria to narrow down your list. You can filter by Location, Date Range (created on or after a specific date), or Status (Committed or Uncommitted). (Note: "Pending" is a fleeting transitional status and cannot be filtered).
Managing Existing Batches
Click the Edit button next to any batch to open it and view its contents.
Click the Delete button to remove a batch. (Note: You can only delete "Uncommitted" batches. If a batch is already "Committed," the delete option will not be available).
Click the Export button (only available on Committed batches) to download a detailed report of the batch entries directly to your computer.
Resolving Unmatched Entries
Click the View Unmatched button at the top of the dashboard to view any scanned checks or manual entries that do not currently have a donor associated with them.
Click on a specific entry from the list.
Click Add a Donor and type the correct donor's name into the search field.
Click Update to save. The entry will automatically be moved to its specific batch, and you will be given the option to email the donor a receipt. (Note: It may take a few minutes for these newly matched transactions to display accurately in your main transactions list).
Part 2: Creating a New Batch & Setting Target Totals
Creating the Batch & Setting Target Totals
Click the Add a New Batch button from the Admin Batch Giving page.
Select your Location from the dropdown menu. (Note: This is a required field and cannot be changed later without deleting the batch).
Enter your preferred title into the Batch Name field. The system defaults to the current date and entry number (e.g., April 15 2026 Batch Entry 2), but you can completely edit this to fit your needs.
Select the Check Scanning option under "How do you plan to create this batch?" and click Create Batch and Continue.
Select your Fund, and enter the Date, expected Number of Checks, and expected Total Amount based on the checks sitting in front of you.
Click the Next button to enter the scanning interface.
Scanning & Reviewing Check Data
Verify the Panini SPA Vision e indicator at the bottom of the screen is green, meaning your scanner is connected and ready.
Place your physical checks into the scanner. Ensure the checks are facing to the right, or else they will scan backwards. The scanner will process them one by one.
Review the scanned check details on the right-hand panel. A green highlight indicates the check looks good and requires no forced edits.
Click the Update Address button on the left side if the donor wrote a new address on their check memo. Type in the new details and click Update.
Click the "i" icon next to the MICR line (which displays as asterisks by default) to reveal the routing and account numbers. Verify that the system correctly separated the routing number, account number, and check number.
Adjust the Fund or Amount fields if you need to split the gift across multiple funds. To add a fund, click the Trash Can icon to clear the current allocation, then manually enter the exact split amounts.
Click the Update button to save the check's details.
Click the Rescan Check button if the scanned image is blurry, low resolution, or jammed. Click Continue to Rescan, place the check back into the scanner, and click Replace Original.
Part 3: Associate Donor & Resolving Errors
Associating Donors & Unmatched Entries
Toggle between the Front of Check and Back of Check views to review the scanned images. (Note: The back of the check usually shows the black-and-white threshold of the check).
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Review the Donor field. If the system has not seen this account/routing number before, it will be blank and highlighted in red. You have three options to associate a donor:
Option A (Existing Donor): Type the donor's name into the search bar. Existing profiles will populate, showing their name, email, phone number, and address. Select the correct donor.
Option B (New Donor): Click Create Donor and enter their details. Only the First Name and Last Name are required, though you can add an email, phone, and address. Click Create Donor to save.
Option C (Unmatched): Select Unable to choose donor if they are a one-time guest or illegible. This turns the check into an "unmatched entry" that you can process now and match to a donor profile later.
Resolving Data Errors and Confidence Scores
Hover over any fields highlighted in red to see the specific error message (e.g., missing account/routing number, or a problem with the amount).
Review the MICR Line data if the system misread the numbers. (Note: A common error is the scanner pulling the check number into the account number field. If this happens, delete the incorrect digits and manually type the correct account number).
Review the Amount field if it is flagged. *(Note: Tithely uses a tool called Verify to read handwriting. If its confidence score is 60% or lower, it forces a human to manually review it). *
Perform a visual check of the scanned image to ensure the written amount matches the entered amount.
Click the Update button to confirm the details. The check will turn green to indicate it is in a good status and the errors are resolved.
Part 4: Adding Manual Entries & Committing the Batch
Adding Manual Entries
Click the Add Manual Entry button if you have physical cash or a non-scanned check that needs to be included in this specific batch.
Select your Payment Type (Cash or Check) from the dropdown options.
Select a Donor from the search bar. If this is physical cash collected from the congregation, you can select the Loose Cash option.
Enter the amount, fund, and date, then click Save.
Resolving Total Amount Mismatches
Review your Batch Total at the top of the screen. If your newly added manual entries or scanned checks cause the actual total to differ from the expected target total you set in Part 2, the system will flag a mismatch error.
Click the Review Batch button if you need to look through your individual checks to find a scanning error.
Click the Update Total Amount button if your entries are correct but your initial expected total was wrong (e.g., you forgot to account for the loose cash).
Enter the correct new total and click Confirm and Update.
Committing the Batch
Click the Commit Batch button once your totals match perfectly. A confirmation window will appear detailing the processing timeline (deposits take 1 business day) and confirming that these gifts will now show on tax statements and donor histories.
Select either Commit Batch to finalize processing and automatically email receipts to donors on file. (Alternatively, Select the Commit without sending email receipts button if you want to process the funds silently).
Review the batch on your Admin Batch Giving dashboard. The status will briefly show as "Pending" before updating to its final status.
Part 5: External Organizations
Coming Soon...
Troubleshooting & FAQs
My Panini scanner status is red and says "Not Connected." The system is not detecting your hardware. Unplug the scanner, wait a moment, and plug it back in to prompt the system to reconnect.
The check amount field is highlighted in red. The system uses a tool called Verify to read handwriting. If its confidence score is below 60%, it flags the check for a human to review. Visually verify the amount on the check image and click the Update button to approve it.
I'm getting an error when trying to commit my batch. Tithely enforces a strict "checks and balances" rule. Your actual scanned and manually entered totals must exactly match the expected target you set when creating the batch. If they don't match, you must either find the error in your entries or adjust your target number.
What do I do if I can't read the donor's name on the check? Select "Unable to choose donor." This logs the check as an "Unmatched Entry." You can commit the batch and navigate back to the View Unmatched Entries screen on the main Admin Batch Giving dashboard later to associate a donor once you identify them.