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How to Process Batch Payments and Scan Charity Vouchers

Batch Payments lets you record multiple payments for a donor in a single session — including cash, checks, credit cards, ACH, and charity vouchers. Instead of entering each payment one at a time, you can add them all to a batch, process them together, and then apply them to the donor's open pledges.

To scan charity vouchers, your gateway account must be configured for voucher processing. See How to Enable Charity Voucher Scanning in Donor Fuse for setup instructions.

Open Batch Payments

From the Payments page, click the New Payment dropdown button and select Batch Payments.

The Batch Payments drawer opens on the right side of the screen.

Enter Donor Information

Before adding payments, fill in the donor details at the top of the drawer.

  1. In the Donor Info section, search for and select the donor from the Donor dropdown. This is required.

  2. If your organization uses household linking, select the appropriate Linked Account.

  3. If your organization tracks funds, select a Fund from the dropdown.

  4. Optionally, select a Collector/Fundraiser to associate with all payments in this batch.

Add Payments to the Batch

The Payments section is where you add individual payment items to the batch. You can add as many items as needed, mixing different payment types.

  1. Click the payment type dropdown to choose the type of payment you want to add.

  2. Depending on the type, fill in the required details:

    • Cash, Wire, Zelle, or Other — Enter the Amount. No additional details are needed.
    • Check — Enter the Amount and the Check Number (required).
    • Credit Card — Enter the card details securely. The card is tokenized automatically.
    • ACH — Enter the bank routing number and account number.
    • Charity Card — Enter the card number, expiration date, CVV, and amount.
    • Charity Voucher — See the next section for detailed instructions.
    • In Kind Contribution — Enter a Reference Number and select an Expense Account.

  3. After filling in the details, click the + (plus) button to add the item to the batch table.

  4. The payments table shows all items you have added, with columns for #, Type, Details, Amount, and Status.

  5. To remove an item before processing, click the trash icon on that row.

Note: You can add as many payment items as you need. Each item shows a status of Not Processed until you submit the batch.

Scan Charity Vouchers

Charity vouchers (also called Grand Vouchers) can be scanned using a barcode scanner or entered manually. Donor Fuse supports vouchers from OJC, Pledger, The Donors Fund, and Matbia.

Using the Barcode Scanner

  1. Select Charity Voucher as the payment type.

  2. From the Gateway dropdown, select your voucher provider (e.g., OJC, Pledger, The Donors Fund, or Matbia).

  3. The scanner input field appears with the text "Waiting for scanner...". Make sure your barcode scanner is connected.

  4. Scan the barcode on the voucher. The system reads the barcode and automatically retrieves the voucher value from the gateway.

  5. The voucher is added to the batch table with the amount pre-filled from the gateway.

  6. To scan another voucher, simply scan the next barcode. Each scan adds a new item to the batch.

Manual Entry

If you don't have a barcode scanner or need to enter a voucher manually:

  1. Select Charity Voucher as the payment type and choose the Gateway.

  2. Click the toggle to switch from scanner mode to Manual entry.

  3. Enter the voucher details:

    • For OJC: Enter the Acct # and the Voucher Number (both required).
    • For Matbia: Enter the Token Number.
    • For Pledger or The Donors Fund: Enter the Voucher Number.

  4. Enter the Amount manually.

  5. Click the + (plus) button to add the voucher to the batch.

Uploading a Voucher Image

Some gateways require a photo of the voucher for verification. If an image is required:

  1. After scanning or entering the voucher, the item appears in the table with a status of Image Required.

  2. Click the Upload Image button on that row.

  3. Select the image file from your computer.

  4. The status updates and the voucher is ready for processing.

Process the Batch

Once all payment items are added to the table, you can process the entire batch at once.

  1. Review the items in the batch table to make sure everything looks correct.

  2. Click Process Payments to submit the batch.

  3. The system processes all items and displays the Batch Summary:

    • Total — Number of items submitted
    • Success — Number of items processed successfully
    • Failed — Number of items that failed
    • Amount — Total dollar amount of successful payments

  4. Each item in the table updates with a status tag:

    • Success (green) — Payment was processed and saved
    • Failed (red) — Payment could not be processed

If Some Payments Fail

If one or more items fail, the batch status shows as Partial Success. Failed items display an error message explaining the issue.

  • Validation errors (e.g., missing check number, invalid gateway) — Fix the data and submit a new batch with the corrected items.
  • Processing errors (e.g., card declined, voucher expired) — You may need to use a different payment method.

Note: Failed items do not create payment records. Only successful items are saved.

Apply Payments to Pledges

After processing, you can apply the successful payments to the donor's open pledges.

  1. Click Apply to Pledges. The Apply Payments drawer opens.

  2. The Selected Payments section at the top shows all successful payments from the batch. Each row has an Apply Amount that defaults to the full payment amount. You can edit this to apply a partial amount.

  3. The Open Pledges section below lists all unpaid pledges for this donor. Each row shows:

    • Pledge ID
    • Date
    • Campaign
    • Fund (if fund tracking is enabled)
    • Total Amount
    • Open Amount (remaining balance)
    • Apply Amount (editable — how much to apply)

  4. Select the pledges you want to apply payments to by checking the checkbox next to each pledge. Use Select All to select all open pledges at once.

  5. Edit the Apply Amount on each pledge to control how much is applied. The system distributes the payment credit across pledges in order.

  6. Click Apply to confirm. The system links the payments to the selected pledges and updates the balances.

Creating a New Pledge

If the donor doesn't have an existing pledge to apply to:

  • Click New Pledge to create a new pledge directly from this screen.
  • You can also click Add Remaining to Pledge to automatically create a new pledge for any unallocated balance.

Partial Apply

You don't have to apply the full payment amount. Any remaining credit stays on the donor's record and can be applied to pledges later from the Payments page.

Save as Credit

If you don't want to apply payments to pledges right now:

  1. After processing the batch, click Save as Credit instead of Apply to Pledges.

  2. All successful payments are saved as unapplied credits on the donor's record.

  3. You can apply these credits to pledges at any time from the Payments page.

Tips

  • You can mix different payment types in a single batch — for example, one check, two cash payments, and three vouchers.
  • Charity vouchers are grouped by gateway and processed together for efficiency.
  • You can scan multiple vouchers quickly in sequence — each scan automatically adds a new row.
  • Partial apply is supported — apply only what you need now and save the rest as credit for later.
  • The batch processes all items at once, so you only need to wait for one processing step instead of multiple individual transactions.