Donorfy features the ability to export financial information so that it can be uploaded to your organisation's financial reporting software, such as:
Microsoft Excel | Transaction List: A standard Excel spreadsheet that can be used for adding data to a variety of different financial reporting software packages. |
Sage | Sage Line 50: A standard Excel spreadsheet configured for Sage Line 50.
Sage 50: Exports data according to the format prescribed by Sage. |
Zynk | Zynk Sage 50: A standard Excel spreadsheet configured for Zynk Sage Line 50. |
Intuit Quickbooks | QuickBooks: A standard iif file configured for Quickbooks. |
Xero | Xero: Xero isn't included within the Accounts Downloads options, as there is a dedicated integration. |
Requirements
The Accounts Download processes are a Professional-only feature. Essential subscribers, please contact us to find out more about upgrading.
Setup
For Products, Payment Methods, Bank Accounts, and optionally Funds, you will need to specify the accounting codes used by your accounting system to which the money should be allocated. This is done within the Accounts Interface Code.
To add the Accounts Interface Code:
Click Settings.
Click Configuration for each item
Products
Payment methods
Bank Accounts
Funds
Click Save Changes. Repeat for each item as required.
Create the Accounts Download File
From the Financial menu:
Select Financial, then click Accounts Download.
Enter the range of dates for the transactions.
Select the type of download you need from the drop-down list:
Transaction List
Sage Line 50
Quickbooks
Quickbooks Online
Zynk Sage 50
Donorfy then creates a download file containing transactions in the range of dates you've entered that haven't been previously downloaded. When ready, your download file will be shown in the list of available downloads.
Which transactions get selected?
Donorfy looks for allocations:
Which are closed
Where the accounting date is within the range of dates you entered
Have an accounts code set
Have not been in a previous accounts download
What gets exported?
A Transaction list is a CSV file that contains the following fields:
Date (accounting date)
Accounts Interface Code assigned to the Product
Currency
Amount
Department
Accounts Interface Code assigned to the Fund
Accounts Interface Code assigned to the Bank Account
Accounts Interface Code assigned to the Payment Method
Reference
Constituent title, first name, last name & number
Product Description
Payment Method Description
Batch Number - the accounts download batch number (not the transaction batch number)
Processing Costs - e.g. Stripe or GoCardless fees
(The full Processing Cost is attributed to all allocations for a transaction. This is because some charities like to split the costs differently.)
Amount less any Processing Costs
A Sage Line 50 file
Is a CSV file containing the bank receipt (BR) journal entries?
The Bank Account ref field will be based on the Accounts Interface code you associated with your bank accounts.
The Nominal Code will be the Accounts Interface code you associated with the Product; if that is not present, any Accounts Interface code you associated with the fund will be used.
The tax code will be set to T0, and the tax amount will be 0.
The Amount is less than any Processing Costs.
📌 Note: If you are using the Charities edition of Sage Line 50 (known as Sage Line 50c), the import does not allow you to include the Fund. The import is exactly the same as for the standard Line 50 product.
If you need to specify a fund, it has to be manually added using the Corrections feature in Sage after the import. Please see this article from the Sage knowledge base for more info (in the Data You Can't Import section).
A Quickbooks File
Quickbooks uses the standard IIF file, which outputs the following:
TRNSID | null |
TRNSTYPE | null |
DATE | Transaction Date |
ACCNT | Accounts Interface Code assigned to the Bank Account |
NAME | Constituent Type |
CLASS | null |
AMOUNT | Net Amount Paid |
DOCNUM | * |
MEMO | Constituent Number + Name |
PAYMETH | Accounts Interface Code assigned to the Payment Method |
SPLID | null |
TRNSTYPE | null |
DATE | Transaction Date |
ACCNT | Accounts Interface Code assigned to the Product |
NAME | Constituent Type |
CLASS | Team Name or RES34 |
AMOUNT | Net Amount Paid |
DOCNUM | * |
MEMO | Constituent Number + Name |
PAYMETH | Accounts Interface Code assigned to the Payment Method |
Reset the process
If an error has been made, then the Accounts Download process can be easily reset via the Undo function. You can undo an Accounts download at any time, see Undo an Accounts Download
Deleting an Accounts Download
If you have finished with the file/s within your Account Download, these can be deleted from the available download files list.
📌 Note: Deleting a file will be permanent and will 'lock' the transactions within the files so that they are not available for download again.
This is a safeguard feature to ensure that transactions can not be exported to your finance systems and lead to double accounting.
Permissions
Donorfy Administrators can access this by default, while Standard Users will require their permissions set as Financial, Access to Lists and Download as CSV, Access to Data Management, and Access to Transactions and RPIs.