How to reconcile Stewardship Grant income

This help guide article covers how to reconcile grant payments from Stewardship.

The three options for reconciling Stewardship Grant income

Within ExpensePlus there are 3 choices for how to reconcile Stewardship Grant income (you will need to pick the one that will work best for you):

• Option 1: Reconciling grant payouts as 'Income Received' - This is the simplest option, with income from Stewardship recorded as a Grant from Stewardship and not split against the supporting donors. This grant income will not appear within your donation reports.
• Option 2: Splitting payouts against donors manually using the 'Mixed Income' option - This is typically the best and quickest option where you have only a few people who give via Stewardship, since it involves manually recording the different donations that make up the grant amount received each time.
• Option 3: Splitting payouts against donors automatically by uploading payout transactions - This option is typically best where you have more than 5 people giving via Stewardship, as it saves having to manually record donations.

Option 1: Reconciling grant payouts as 'Income Received'

Reconciling Stewardship payouts on your main bank account statement

When you reconcile your uploaded bank transactions, select the grant received from Stewardship on the left-hand table of your match transactions screen, click the + button, then, in the pop-up that appears, select the transaction type as 'Other Income' and enter the transaction details.

Option 2: Splitting payouts against support donors manually using the 'Mixed Income' option

Reconciling Stewardship payouts on your main bank account statement

With this option, when you reconcile your uploaded bank transactions, select the grant received from Stewardship on the left-hand table of your match transactions screen, click the + button, then within the pop-up that appears, select the transaction type 'Mixed Income'.

Within the next screen, enter the details for the donations that were part of the grant payment from Stewardship:

Option 3: Splitting payouts against support donors automatically by uploading payout transactions

Reconciling Stewardship payouts appearing on your main bank account statement

When you reconcile your uploaded bank transactions, select the grant received from Stewardship on the left-hand table of your match transactions screen, click the + button, then, in the pop-up that appears, select the transaction type 'Transfer from Payment Processor', then select your Stewardship account.

Downloading Stewardship transactions (from Stewardship)

Within your Stewardship account, download the payout report that corresponds to the grant payment you have just matched on your bank statement. To do this:

Select 'Activity' from the left hand menu, then select 'Payments'.

In the Payments tab of the Activity screen, select the download option for the payout you wish to download.

Importing Stewardship transactions into ExpensePlus

Within the bank reconciliation screen, select your Stewardship account and click 'Upload Transactions'. 

Once payout transactions are uploaded, your Stewardship account balance should return to zero. That's because the net total of the transactions, in the payout report you've just uploaded into this account, should exactly match the amount paid out, since the payout went from this account into your bank account.

Reconciling Stewardship transactions

The bank matching process for Stewardship transactions works similarly to a regular bank account - with the ability to remember and quick-match transactions.

This means that once you have reconciled donations for the first month, you won't need to manually enter transactions for future months - instead, you can simply click the 'quick match income' button at the top of the match transactions screen.

Where transactions haven't been previously reconciled and remembered:

Named Donations

(1) select the transaction in the left-hand table of the match transactions screen;

(2) click the '+' button to the right of the transaction;

(3) select the 'Named Donation' option in the pop-up and enter the details.

Why is my Stewardship statement not uploading?

• Giver Name (each transaction must contain a giver name)
• Current Amount (each transaction must contain a non-zero amount)
• Type (each transaction must contain a type that indicates if its donation income is 'regular', or Gift Aid 'tax')
• Transaction Date (each transaction must contain a date)
• Project Name (each transaction must contain a purpose/allocation)

Note that:

• Additional columns can be present but won't be imported;
• The file format should be .CSV

Why are donors' details not showing?

Stewardship is a donor-advised charity, whereby givers donate to Stewardship, usually into a Giving Account, and then the Giving Account Holders (Stewardship Donors) make requests to Stewardship to support charitable causes. Stewardship as a charity retains the right to act on the requests of donors, and on rare occasions will decline to make grants that the donor has requested. Stewardship undertakes due diligence on all of its Partners before making grants.  All the payments it makes to churches and charities are grants.

For donors who give with Stewardship, one feature is that they can request that their support is anonymous, This means you may not be provided with the donor's details. Stewardship undertakes its own due diligence on gifts made to it and does not take anonymous gifts from its donors.