This article is for charity admin users only. You'll need to have been added as an admin on your charity's givestar account to access these reports.
How payouts and statements fit together
Every time givestar pays money into your charity's bank account, the payout is linked to a statement in Charity Admin. Donations and Gift Aid are paid out on separate statements. Each statement shows:
The number of transactions included
The total amount transferred
The currency of the payout
For how to find and download your statements, see How to view monthly settlement reports in Charity Admin.
Which fields do I need for reconciliation?
Every paid-out donation in Charity Admin includes three fields your finance team can use:
Statement ID — the statement, and so the payout, the donation was included in (for example INV12345)
Payment reference — the reference shown on the payment into your bank account
Payment reference date — the date the statement was created
How to reconcile a payout
Find the givestar payment on your bank statement and note its reference and amount
Log in to charityadmin.givestar.io
Select Custom Reports from the left-hand menu and create a donations report
Filter the report by the payment reference or Statement ID
Check that the donations listed add up to the amount paid into your account
Export the report for your finance records
Tip: save this report in Custom Reports so your finance team can rerun it each month. See How to create and save Custom Reports in Charity Admin.
What does "Paid via website" mean?
Some charities were previously paid directly through their own website's payment setup. For these donations, the payment reference shows Paid via website instead of a givestar payout reference, because the money didn't come through a givestar statement.
Can't match a payment?
Payout hasn't arrived yet — settlements are generated on or around the 14th of each month. See When are funds paid out to charities?
Gift Aid payment you don't recognise — Gift Aid is paid separately from donations. See Gift Aid payment timelines
Amounts still don't match — contact us at support@givestar.io with the Statement ID, payout date, payment reference and the amount your bank received