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This guide is for those who want to match each payout on their organisation's bank account with deposits in OnlineFundraising.

The guide takes you through the following three steps:

1. Export Payments from OnlineFundraising
2. Create Records for Accounting
3. Gather Additional Data for Bulk Payouts

 

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1. Export Payments

Follow this guide to export a list of payments: How to create a new export. Note that the data filtering in the export is based on when OnlineFundraising created the payment (createdTs - Column W). As an accountant, you will need to focus on the date the payment was completed (chargedTs - Column AF).

It is helpful to open the export in Excel and filter the following columns:

• Column V: Select "Charged" for collected payments or "Refunded" for refunded payments
• Column AF: Select the period you wish to account for

Key Columns  
The export contains all data from OnlineFundraising's data model. For your accounting, the following columns are most relevant:

• Contact Information (if you account for the debtor in your accounting system – not recommended)
  • Column E - Name
  • Column Q - Phone Number
  • Column L-P - Address
  • Column E - Email
    
    
• Payment Information
  • Column AF - Payment Date
  • Column Z - Amount
  • Column AK - Purpose of Payment
  • Column AM - ID for payments from various payment methods (e.g., credit cards, online payment services)

2. Create Records for Accounting 

To create a record for the period you are accounting for without printing or saving PDFs for each payment, you can create an additional tab in Excel. Refer to the relevant columns in this tab and print it (e.g., as a PDF) as the record for the period's payments.

See the attached Excel sheet as an example: OF export – example.xlsx

Next time you account, you can simply overwrite the data in the first tab from OnlineFundraising. The second tab will update automatically, and you can print it as a record again.

3. Gather Additional Data

If you want to compare the export list with specific bulk payouts from various payment methods, you need to gather additional information from these payment methods manually. We are continuously working on automating this process for you, but for now, it must be done manually.