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Income reconciliation between RE and Just Giving

Posted on 6 July 2006 at 2:07 pm
Viewing 7 posts - 1 through 7 (of 7 total)
  • Anonymous
    6 July 2006 at 2:07 pm #2492

    I am interested to know what solutions people have to transferring Just Giving (or similar) payments into RE? For example:
    How do you know the all the income from an event participant has been received before you enter the gift value into RE?
    Is there an automated way of loading the data or does it need to be done manually?
    If amounts don’t reconcile at month end how is this managed?
    How is the JG commission accounted for in RE?

    Thanks in advance for any advice!

    Anonymous
    12 July 2006 at 1:47 pm #8649

    Hi there John

    I’m not entirely surprised no-one has responded as yet – this sounds like a tricky one!

    Based upon experience, I would imagine that the processes for this at most organisations are rather convoluted – importing event participant and donation details as provided (although possibly not details of the individual donors of each pledge to the participant). The importing process would obviously result in some existing donations being put against current contacts, and the need to import new contacts into the system.

    There will be ways to improve this process and make it more seamless though.

    I’ll keep my ear out for anyone what has lived through this process and got it working seamlessly – but if you want a more in-depth chat about it let me know. We have a number of associates with hands-on experience of these kind of processes who should be able to provide you with some insight into best practice

    Keith Collins
    Purple Vision
    keith@purple-vision.com

    Anonymous
    19 July 2006 at 9:47 am #8650

    Hi John,

    I know what you mean – this is really difficult. I look after the justgiving side of things for a small children’s charity.
    I currently enter the weekly donation onto the records on RE from the payment statements that you can access every Friday, but I don’t thank until the page is closed and then I thank for the total donated.

    This will obviously not reconcile with the amount on the individual’s records OR the total received (as the JG VAT is taken off afterwards and very difficult to separate).
    I currently keep a really simple spreadsheet to make the discrepancies clear to myself and the accounts manager should the trustees question the accounts.

    If anyone has a clear and easy way of dealing with the JG problem I’d be pleased to hear it!

    John, if you would like to discuss it please email me:
    Nic@chicks.org.u k

    Nicola Bean
    Event and Community Fundraiser
    CHICKS – Country Holidays for Inner City Kids

    Anonymous
    19 July 2006 at 8:58 pm #8651

    Hi Nicola

    one thing you might want to consider to make the reconciliation easier is to enter the total for the monies received against the sponsored constitutent records, and the add the individual contributions as soft-credited payments against the actual total. This way the monies aren’t counted twice

    Hope that helps

    Keith
    Purple Vision
    http://www.pvsystems.co.uk

    Anonymous
    21 July 2006 at 8:38 am #8652

    Hi Keith,

    Sorry maybe I’m being dense but I don’t understand what you mean – which record do I add the donated total to and then how can I reconcile that with the amount received?

    Nic

    Anonymous
    21 July 2006 at 12:31 pm #8653

    Hi there Nicola

    I’m thinking that those who are sponsored should get the total donation put against their constituent record – and all those who have contributed – if you want their individual details held on RE (which not everyone does) recorded with their individual contributions soft-credited against this total donation.

    Provided that you only recorded detais of those who paid – then the individual soft-credited donations would match the total donations…and any reconciliation would work provided that soft-credited donations weren’t picked up (as these would of course double the total if they were)

    How’s that sound?

    Keith
    Purple Vision

    Anonymous
    28 July 2006 at 12:56 pm #8654

    Hi Keith,
    That makes sense, the problem that I have is that the amount that a given individual donates is not the same as the amount that is paid into our account after commission VAT etc are taken off. I’m not worried about recording the donations for the individuals who sponsor, as I record all the money on the record of the fundraiser; my problem is that if say Fred had raised £200 on his site, and if only £189 of that is paid into our account after the commission etc is taken off, how do I then reconcile the amount raised by the fundraiser with the amount paid into our account – especially when we have multiple fundraisers in any given week.
    When it comes to thanking I tend to wait until the page is closed and then I thank the fundraiser for the gross donated.
    Also, the VAT is taken off the total for each week and I have to try and work out where those pennies should be debited from – at the moment the finance manager and I have an understanding that it won’t reconcile nad as long as I have a record of that it’s ok, but I was hoping there would be a way that this could be easily sorted between JG and RE?
    Nic

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