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Deleting/Purging Committed Batches

Melanie Boyd

Does anyone have any experience they could share regarding deleting/purging committed batches? I see where you can delete batch control and exception reports with a global change. But was curious if anyone has set up a process to delete the actual batches? We are in year three of CRM and are looking at Business Process Cleanup.

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Comments

Jessica Quastler

Hi Melanie, Most organizations choose to delete batches after a certain amount of time to free up space. The global change uses a revenue source selection that you define per the business process. The one type of batch that should not be deleted is an active Recurring Batch. These batches are needed for monthly processing of current donor gifts. Things to keep in mind when creating your business process:

Deleting the batch will not delete the gifts.
Batch numbers will remain on the gift records.
Queries are available on gifts with a specific batch number.
Deleted batch numbers will NOT be reused.

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Faith Murray

Adding to what Jessica says, also be sure not to delete any batches that are frequently used as templates. For our org, we delete after 7 years, as that is when we also shred our paper batch copies.

Will Mercer

Does this global change not delete the batch reports, rather than the batches themselves?

Melanie Boyd

The global change deletes the control and exception reports. But the batch itself still exists and you are still able to view it.