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Accounting and Reconciliation

Accounting and Reconciliation

Verifying and reconciling bank settlements should be preformed on a regular basis in CharityEngine. CharityEngine performs settlement processing daily. This will allow you to verify that what you see in your bank is reflected in CharityEngine and vise versa. Accounting and reconciliation in CharityEngine can be accomplished in a few easy steps.

In addition to financial reconciliation, there are also a host of pre-configured reports to monitor for transaction performance (approvals, declines). It is important for you to monitor transaction performance to determine if there are specific issues with processing of transactions or webform performance. See below for further details on transactional reports available through CharityEngine. 

Financial Reconciliation 
Navigate to Accounting App, under Payment Gateway Tab, select Bank Settlements.


Click Bank Settlement to see your settled batch.

On the bank settlement page, you can also see any refunds, declines and chargebacks.

It also shows a count of how many transactions are included in the batch. 



To see the individual transactions in the batch, hover over the Action ellipses and click on Transactions

On the Transaction page, you can utilize the search filters to search for specific transactions data.

In this mock up, the Settlement record will provide you with:
1. Settlement Record ID - "Id:" which will be append to each transaction processed within that settlement record
2. State - confirming "Success" when the settlement record was successfully delivered for funding
3. Funded - providing you with the date in which the settlement was successfully completed


 Keep in mind that these can then be used to reconcile directly with your assigned financial institution. 

Please note, settlement records apply to only transactions associated with your payment gateway and will exclude any API based payment options or any transaction not processed through a payment processor. 

Transaction Monitoring and Performance

While the above material will support settlement activities, it is also import to monitor your transactions for Payment Type (One Time, Sustainer, Pledge, Membership, None) and Payment Status (Paid (or approved), Declined/Unconfirmed, or Pending). This will assist in monitoring for declined transaction rates. 

Access Reports & Analytics > Transactions

The Transaction Summary report can be used to see performance by time intervals and payment method for an easy snap shot of trends. Used the Advanced Filter option for further refinement in reporting options. 

Navigate to Reports & Analytics > Sustainers to see an array of reports to monitor your sustainer performance and transaction processing.
The Sustainer Type Revenue is an example of the reports available to you to monitor collected vs. uncollected revenue for your sustaining donors. 

While these are just two examples of transactional reports, there are many more available for your reporting needs. Please be sure to check the other available reporting options by accessing Reports & Analytics.

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