How to reconcile Charitable Giving Income

This help guide article covers how to reconcile Charitable Giving Income.

Within ExpensePlus there are 2 choices for how to reconcile Charitable Giving Income (you will need to pick the one that will work best for you):

Option 1: 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 Charitable Giving since it involves manually recording the different donations given that make up the payout received each time.
Option 2: Splitting payouts against donors automatically by uploading payout transactions - This option is typically best where you have more than 5 people giving with Charitable Giving as it saves having to manually record donations.

IMPORTANT: You should not reconcile payouts from Charitable Giving as either 'Named Donation' or 'Income Received' as admin fees are charged - 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 Charitable Giving is recorded as income, and the Charitable Giving transaction fees are correctly recorded as expenditure.

Option 1: Splitting payouts against support donors manually using the 'mixed income' option

Note: you will need to set up Charitable Giving as a donation method in ExpensePlus here.

Reconciling Charitable Giving payouts on your bank statement

When reconciling your uploaded bank transactions, select the payout from Charitable Giving on the left-hand table of your match transactions screen, click the + button, then within the popup that appears select the transaction type as 'Mixed Income'.

Within the 'Enter Mixed Income' screen, enter the details for the transactions in the Charitable Giving payout:

Named Donations - for any named donations
Less Expenditure - for the total of the fees deducted

IMPORTANT: When reconciling Charitable Giving donations:

(1) You should always ensure the 'donation method' is set to 'Charitable Giving'

(2) You should not record any donations as 'GASDS Donations'

Note: where donors give anonymously, you may wish to create a donor called 'Anonymous Charitable Giving Donations'

Option 2: Splitting payouts against support donors automatically by uploading payout transactions

Reconciling Charitable Giving payouts appearing on your main bank account statement

When you reconcile your uploaded bank transactions, select the payout from Charitable Giving on the left-hand table of your match transactions screen.

Click the + button that appears next to the transaction, and in the popup that then appears, select the transaction type as 'Payout from Payment Processor', and then select your Charitable Giving account.

Note: you will need to set up Charitable Giving as a payment processor account before you can do this - click here to find out how to do this.

Note: This will temporarily make your account balance of your Charitable Giving go negative (it should have been zero previously).

Downloading Charitable Giving transactions

Click here to sign in to your Charitable Giving Account

Scroll down, and click 'Reports'

Select 'Download Excel Reports'

In the popup, select the date of the payout report, then select 'Accept and Download Report'

WARNING: Once 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 to ExpensePlus properly.

Importing Charitable Giving transactions

Within the bank reconciliation screen, select your Charitable Giving 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 Charitable Giving 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).

IMPORTANT NOTE: If your latest account balance within ExpensePlus for your Charitable Giving account is not zero we highly recommend you fix this issue BEFORE you reconcile transactions - please see this separate helpguide article

Reconciling Charitable Giving transactions

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

This means that once you have reconciled Charitable Giving transactions for the first month, you won't need to manually enter transactions for future months - but 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) 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 popup and enter the details.

IMPORTANT: When reconciling Charitable Giving donations:

(1) You should always ensure the 'donation method' is set to 'Charitable Giving'

(2) You should not record any donations as 'GASDS Donations'

Note: where donors give anonymously, you may wish to create a donor called 'Anonymous Charitable Giving Donations'

Card/Payment Process Fee

To reconcile Charitable Giving fees:

(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 'Card/Payment Processor Fee' option in the popup and enter the details

Why is my Charitable Giving statement not uploading?

Most likely, you are not uploading the statement detailed above. Whilst you can try uploading a different formatted statement, for it to work, you will need to update the column names, and the file must contain ALL of the following headers (spelt exactly as stated below):

First Name (each transaction must contain a first name)
Last Name (each transaction must contain a surname)
Total Donation to Charity (each transaction must contain a non-zero amount)
Admin Charge (each transaction must contain a transaction fee)

(additional columns can be present, but won't be imported).

The file format should be .CSV