How to reconcile Give A Little income
This help guide article covers how to reconcile Give A Little income.
Give A Little uses SumUp to process donations. The reason you can't just upload your SumUp transactions is that Give A Little currently doesn't populate the SumUp description field with either the donor's name or what the donation is for.
Adding Give A Little as a payment processor within ExpensePlus is a workaround we've built to overcome this issue for the churches and charities that use Give A Little.
If you are using your SumUp account for more than just processing Give A Little donations (e.g. you have SumUp debit cards, or you process other income via your SumUp card reader), then this workaround WON'T work because your Give A Little transactions will only be a subset of your SumUp transactions.
If this is the case, we'd recommend that either:
(1) You don't use your SumUp account for non-Give A Little transactions. Instead use a different provider for processing these other transactions, such as Square, Zettle or Stripe.
(2) You switch from Give A Little to another provider, such as LoveGiving, which provides a streamlined solution for in-person contactless card donations and captures Gift Aid details.
In this article:
The two options for reconciling Give A Little income
Option 1: Splitting payouts manually using the 'mixed income' option
Option 2: Splitting payouts automatically by uploading payout transactions
The two options for reconciling Give A Little income
Assuming you only use your SumUp account for Give A Little donations, then within ExpensePlus there are 2 choices for how to reconcile Give A Little income (you will need to pick the one that will work best for you):
- Option 1: Splitting payouts manually using the 'mixed income' option - This is typically the best and quickest option where you have only a small number of people who give via Give A Little - that's because it involves manually recording each time the different donations that make up the payout received.
- Option 2: Splitting payouts automatically by uploading payout transactions - This option is typically best where you have more than 5 people giving with Give A Little, as it saves having to record donations manually.
You should not reconcile payouts from Give A Little (via SumUp) as 'Income Received', Give A Little charges transaction fees, so recording the net amount that arrives in your bank account simply as income is incorrect from an accounting perspective. Instead, choose one of the above options - both of which enable you to ensure the gross amount of income collected via Give A Little is recorded as income, and the Give A Little transaction fees are correctly recorded as expenditure.
Option 1: Splitting payouts manually using the 'mixed income' option
You will first need to set up Give A Little as a donation method - click here to find out how to do this.
Reconciling Give A Little payouts appearing on your main bank account statement
When you reconcile your uploaded bank transactions, select the payout from Give A Little (which will come via SumUp) 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 'Mixed Income'.
Within the 'Enter Mixed Income' screen, enter the details for the transactions in the Give A Little payout:
- Named Donations - any named donations (Gift Aid for these donations is handled within Give A Little where a donation is eligible - contact Give A Little support for more details)
- GASDS Donations - any donations where the donor name is 'anonymous' (these will automatically get picked up within GASDS claims in ExpensePlus, as Gift Aid submission download in Give A Little doesn't include them)
- Less Expenditure - the total of the fees deducted (typically grouped into a single expenditure line).
(1) You must NOT record as GASDS any donations greater than £30 (as this is above the maximum single transaction limit set by HMRC).
(2) You must NOT record as GASDS any named donations where the donor has a valid Gift Aid declaration in either Give A Little, ExpensePlus or elsewhere (such donations are not eligible under GASDS).
Option 2: Splitting payouts automatically by uploading payout transactions
Reconciling Give A Little payouts appearing on your main bank account statement
When you reconcile your uploaded bank transactions, select the payout from Give A Little (which will come from SumUp) 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 'Payout from Payment Processor', and then select your Give A Little account.
You will need to set up Give A Little as a payment processor account before you can do this - click here to find out how to do this.
This first step will temporarily make the balance of your Give A Little account go negative (it should have been zero previously).
Downloading Give A Little transactions (from Give A Little)
Sign in to Give A Little (most likely you will want to use the 'log in with SumUp' option).
From the top menu, select 'Reports' and then 'Payouts'.
Select the date of the payout, and then select 'Export report'.
Once the CSV file has downloaded, don't edit or resave the file, or change the file format from .CSV to .XLS/.XLSX, as it may stop the file uploading properly to ExpensePlus.
Importing Give A Little transactions to ExpensePlus
Within the bank reconciliation screen, select your Give A Little account and click 'Upload transactions'.
The upload process works similarly to a regular bank account, except that, each line on the statement will show as two transactions within ExpensePlus - one relating to the income and the other to the transaction fee deducted.
Once payout transactions are uploaded, your Give A Little account balance should return to zero (because the net total of the transactions in the payout report you've just uploaded IN to this account should exactly match the amount paid OUT as the payout went from this account into your bank account).
If your latest account balance within ExpensePlus for your Give A Little account is not zero, we highly recommend you fix this issue BEFORE you reconcile transactions - please see this separate helpguide article.
Reconciling Give A Little transactions
The bank matching process for Give A Little transactions works similarly to a regular bank account - with the ability to remember and quick-match transactions.
This means that once you have reconciled Give A Little transactions 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 auto-remembered:
Named Donations
(1) click on the transaction in the left-hand table of the match transactions screen;
(2) in the pop-up that appears, select the 'Named Donation' option and enter the details.
Give A Little captures donor declaration details for donations that are eligible for Gift Aid and provides a Gift Aid Claim download that can be uploaded via the HMRC Gift Aid portal. It's best to use this method to claim Gift Aid directly on donations via Give A Little, i.e. outside of ExpensePlus. ExpensePlus automatically excludes donations with the donation method of Give A Little from Gift Aid claims within ExpensePlus (even if the donor has a valid Gift Aid declaration).
GASDS Donations
Where the donor is 'Anonymous', and the donation amount is £30 or less:
(1) click on the transaction in the left-hand table of the match transactions screen;
(2) in the pop-up that appears, select the 'GASDS Donation' option and enter the details.
Any contactless card donations via Give A Little where the donor doesn't have a Gift Aid declaration, and the amount is £30 or less, are eligible under GASDS. However, Give A Little, currently doesn't include these within Gift Aid submissions. Click here to find out more about claiming GASDS on Give A Little donations within ExpensePlus.
Contactless card donations over £30 are not eligible for GASDS and should be entered instead as 'Income Received'.
Card/Payment Process Fee
To reconcile Give A Little transaction fees (charged by SumUp):
(1) click on the transaction in the left-hand table of the match transactions screen;
(2) in the pop-up that appears, select the 'Bank/Processing Fee' option and enter the details.
Why is my Give A Little statement not uploading?
- Date (each transaction must contain a date)
- Campaign (each transaction must contain a campaign name)
- Amount (each transaction must contain a non-zero income amount)
- Transaction Fee (each transaction must contain a non-zero transaction fee)
- Donor Name (each transaction may contain a donor name - where there is no name, on import this will be set as 'Anonymous').
Note that:
- Additional columns can be present but won't be imported;
- The file format should be .CSV
To better understand the Bank Reconciliation functionality, please watch the module overview video here.