Before any data entry begins, each gift must be grouped into the right batch so its processed correctly downstream. Use the steps below to sort every piece of mail into one of five batch types, Singles, Check Only, Coupon Only, Check Deposit Only, Multiples, or Cash, so we avoid delays, mis-scans, and accounting errors.
1. Open the mail.
For more than a handful of pieces, use the PitneyBowes envelope opener in the donation processing suite.
2. Sort the mail into batches.
There are five types of batches: Singles, Check Only, Coupon Only, Check Deposit Only, Multiples.
Singles: Consists of a coupon and check.
Check Only: Only has checks, no coupons.
Coupon Only: Contains cash and may have coupons.
Check Deposit Only: Includes payroll deductions or checks that are not donations (rent, cobra payments etc.)
Multiples: No longer used.
There may be mail other than Donations. Invoices should go to AP in Finance. All other mail, deliver to the person it was mailed to.
1. Set the envelope to the side.
2. Confirm the check is made out to Atlanta Mission.
3. Confirm the amount is indicated on the check.
4. Place the check behind the coupon on the bottom right.
5. Add to the singles batch.
Stack long coupons and checks together and stack shorter coupons and checks together.
6. Repeat.
7. When complete, put the stack all together.
Issues
• Ink too light or not black or dark blue: write the amount on the coupon and the check memo line.
• Donation amount not checked off or written on the coupon: write it on the coupon.
• Agency envelope does not include a coupon: write the appeal code from the envelope on the memo line and place it in the Check Only batch.
• Appeal code on the coupon has a rip through it: write the appeal code and on the memo line of the check. Place the coupon with the envelopes and the check in the Check Only batch.
• Check is not made out to Atlanta Mission: set it to the side.
• Money Order sent: treat money orders like checks.
• Amount is not on check: return to donor with letter.
Checks
1. Set the envelope to the side.
2. Write the white mail appeal code on the memo line of the check.
e.g. W25F
Appeal Channel: W for White Mail
Fiscal Year: 25 for FY25
Month: A-January, B-February, C-March, D-April, E-May, F-June, G-July, H-August, I-September, J-October, K-November, L-December
3. Add to the Check Only batch.
4. Repeat.
Daf Checks
1. Set the envelope to the side.
2. Write the DAF appeal code on the memo line of the check.
e.g. V25F
Appeal Channel: V for DAF
Fiscal Year: 25 for FY25
Month: A-January, B-February, C-March, D-April, E-May, F-June, G-July, H-August, I-September, J-October, K-November, L-December
3. In Salesforce, search for and select for the DAF account.
4. Scroll down to the bottom of the DAF account page and locate the External ID.
5. Write the DAF External ID on the memo line of the check.
6. In Salesforce, search for and select for the Donor's Account.
7. Scroll down to the bottom of the donor's account page and locate the External ID.
8. Write the Donor's External ID on the memo line of the check.
1. If there is a coupon, write the amount on the coupon and the word Cash.
2. Place the cash behind the coupon.
3. Place in the cash batch.
4. Place in AM envelope when complete.
5. Place in the safe until the monthly cash processing.
Theses batches can be checks that were rejected by AQ2 and need re-scanning or checks that are not donations (rent, cobra payments etc.).