Ensure a template has been created for batch entry.
  1. Navigate to the form or event
    • If it is within a Registration form (Communications > Forms > Registrations). If it is within a Kinterathon event (Communities > Special Events > Friends Asking > Friends> Kinterathon)
  2. Highlight the form or event name and then select Bookkeeping.
  3. Under Add Batch Transactions, click Batch Entry System.
  4. On the Batch Entry page, highlight the template’s name and then select Batch Entry
  5. Click New .CSV Import Batch.
  6. If your import file has column headers, mark the box labeled "Check the box if your file contains a row with column header information (the import function will ignore the first row)"
  7. Browse for the CSV file you created
  8. In the section Options for Mapping fields, make your selection as follows:
    • Select No if you want Sphere to automatically map the fields in your batch file with corresponding fields in Sphere.
    • Select Yes if you want to manually map the fields.
  9. Click Submit.
  10. If you selected No in step 8 above, go to step 14 below.
  11. If you selected Yes in step 8, the Map the fields page opens within which you can map each field.  For each field in your CSV file, select the corresponding field in Sphere. For example, if you have a field named Payment Date map this field to Sphere’s Payment Date field by selecting it from the drop-down list box. Do this for all fields in your CSV file that you want to map to fields in Sphere.
  12. If your batch will contain registrations, there will be an area labeled Options for registration_type. Make your selection as follows:
    • If you have a Registration Type field in your CSV file, mark the first option that reads "Check if you want to map to registration_type option" and then select your registration type column from the drop-down list box.
    • If you have the Registration Type field in your CSV file, but the field does not contain any data, mark the option that reads "Check if you want to set default value option ". In the drop-down list box, select the value that will be the default.
  13. For the Size field, select any default values if this field is included in your CSV file.
  14. Click Import Now
The New/Uncommitted Batch Entry page opens. To avoid entering duplicate information in the database, first search the database for the contact records. If you are entering transactions for existing contact records, search for the records so that you can link the new transaction to the records. You can also enter information manually in the batch.
9. Click the Search icon for each batch entry row to locate the contact record in the database that you will add to the batch, or enter the information directly in the row. For example, you may have an existing contact record for which you are entering gift data, or a contact record for which you are entering registration information; or you may be creating a new contact record.
10. Click Save & Validate to verify that you have entered the necessary information in each row for the type of batch you are creating.
11. Click Commit when you are ready to create the batch. It is during the commit process that the data will be written to the database.
12. In the pop up window, confirm that you want to write the data to Sphere.
The Process Batch Records page opens to notify you that the batch is scheduled for processing. Depending on the amount of information and network status, this process may take a while to complete.
13. Click Back to Manage Batch.
The Manage Batch: Event Bookkeeping Batch Template page opens, and shows the status of the batch in the list. While the batch is waiting to be processed, the status will be Waiting to be processed. When it is processed, the status will be Processed.
14. If necessary, click Update Batch Status to update the Status column. Alternatively, you can refresh the browser window.