Batches

What is a batch?

A batch is a deposit. Batches are used to track the deposit date and bank information for each payment. The batch manager allows for creating and viewing your batches.

Bank Accounts

You can set up new bank accounts by clicking on the  button

In the grid go to the row that has a * next to it

Fill in:

• InstName - Name of the bank institution (Example: Sovereign Checking)
• BtcName - Each deposit for this account will begin with this code (Example: SOCH)
• AccountNumber - bank account number (used for check scanning module see EndorseLine below)
• Reference
• EndorseLine - used for the check scanning module, this is what will be endorsed on the back of the checks along with the account number, for checks deposited into this account (Example: For Deposit Only).
• BtcQtyLimit - If relevant, enter the total number of payments that may be entered in a batch from this bank account.
• SourceKey - This is used for the remote deposit feature.

How to create a batch:

Go to Financials>>Batches>>Batch Manager.

• Create a single batch by clicking on
• Create batches for all bank accounts by clicking on

Define the:

• Bank Account
• Batch Name - this will automatically be generated with the bank account batch name, the current date, and the letter ‘a’. i.e. Sov 090111 a
• (If you create another batch for the same bank account on the same day, it will be appended with a ‘b’ and then a ‘c’ and so on.)
• Type
• Deposit Date
• Close Date - a closed batch generally indicates the batch is ready for deposit. Closed batches will not be available to select when entering a payment.
• Date Recorded To Accounting – date batch was recorded. Once marked recorded, it cannot be recorded to QBs again.
• Memo

The form lists all of your batches and you can see total payments and checks for each batch. To view closed batches as well, check  .

Right clicking on a batch will give you additional options:

• New
• Edit
• Delete – a batch can only be deleted when it is not linked to any payments or check scans
• Close Batch – will fill in today’s date in the Close Date field.
• Reopen Batch - only if the batch is already closed and you are viewing closed batches will you get this option.
• Mark Recorded to Accounting – will fill in today’s date in the Recorded To Accounting field
• Report

Press OK to save the changes.

 Record to Accounting

If you are on AU then you need to have the QuickBooks Integration App installed on your computer.  Please reach out to your consultant to set this up.

For instructions on how to use the QuickBooks Integration App click this here.

To gain understanding in the actual QBs Export click here. 

If you use QuickBooks Online then click this here for information on Admire Integration with QBs ONLINE: 

If you are not on AU yet then you can use the Record To Accounting feature below if you have the plugin:

Our Record To Accounting feature can be accessed from the Financials menu. Financials > Batches > Record To Accounting.

This screen is used for entering your deposits from Admire into your Accounting Software. 

QuickBooks - Record to Accounting (not for AU)

Before you begin, make sure you have your company file open in QuickBooks on the same computer that you’re using Admire on.

STEP #1 – Select the Accounting Software from the dropdown. Then click Connect.

If you get the following error, it means that you need the QBFC7 installed on your computer. Contact us if you need help finding it in your Admire folder.

STEP #2 – You have the option of entering your deposits based on Check Scans or Payments. Choose which option you would like to use.

STEP #3 –

A.        Choose the lookup format you would like to use.

The 3 options are:

1. By Occasion – Groups the check scans/payments by occasion – one line per occasion.
2. By Payment Method – Groups the check scans/payments by payment method – one line per method.
3. By Occasion and Payment Method – groups it by occasion AND payment method.

B.      Select the batch. You have to record the deposits based on batch – one batch at a time. Once you enter a batch (by clicking on the Enter Deposits button in Step #4), you cannot enter it into your accounting system again - that batch won’t show up on the list anymore.

C.      Click on Search. The Deposit To field will get filled with the ‘Admire Bank Institution Name’ of the Bank on the selected batch. If that doesn’t match an account in QuickBooks, the field will be red. You can then update either your Admire Bank Name or your Accounting Bank Name, and click the refresh button so it shouldn’t be red anymore.

**In general, if something is red – it means something needs to be fixed there before clicking on Enter Deposits.

D.      By default, today’s date will be entered as the deposit date. If you would like to change that, you can choose a different date (found next to the Deposit To dropdown).

E.       If you want to close a batch after it gets recorded in your accounting system – check off the checkbox that says “Close Batch Upon Submission”.

F.       Going through some of the columns in the grid:

• BatchName – this will get entered as the Memo on your deposit.
• ReceivedFrom – this will bring up the ‘Admire Occasion Accounting Name’ of the Occasion (or Occasion Name if there is no Accounting Name – found on Campaign Setup). The dropdown contains your ‘Customers’ and ‘Other Names’ from your Quickbooks Lists. You can right click on these cells to update the ‘Admire Occasion Accounting Name’ to whatever you selected from the QuickBooks list. This is helpful in cases where you’re using Sub-Accounts in QuickBooks, and the full name doesn’t match the admire occasion name.  If your ReceivedFrom value is not found in your quickbooks list (the cell is red), it will try entering it for you to the quickbooks “other names” list.
• FromAccount – you need to select an account from your QuickBooks List provided here. If you want the same account for the whole grid – after selecting it on one row, you can right click and “Fill All Blanks”. It will fill the rest in for you. You also have the option here to update the ‘Admire Occasion Accounting Name’ with this name.
• PaymentMethod – the Admire payment method
• AccountingPaymentMethod – this is a field found on Tools à Payment Method Editor. This has to match your payment method name in QuickBooks.
• Class – this is optional. You can choose a class from the QuickBooks list.

G.      If there are any unprocessed checks or unapplied payments in your list – you will have a red warning note under the list. Pay attention to those.

H.      Check through the grid to make sure that nothing (other than the ReceivedFrom column) is red.

 STEP #4 – click on Enter Deposits. If everything went through properly, a message box will pop up that says “Deposit Entered”.