This article will review the ways you can reconcile online (made with Bonterra Payments) and offline gifts in 'Donor Management', so you can help your finance team account for received deposits.

Reconciling Online Gifts

Step 1: Create a custom filter

First, you will need to create a custom filter to report specifically on transactions made using Bonterra Payments. You can also find the steps to complete this function outlined in this article.

Navigate to your Dashboard and locate the 'Giving' tab in the left navigation panel. Select the ‘Create Filter’ tab near the top of the page.

To create a custom filter, search for the ‘Online Transactions’ option under ‘Transaction Type’ and select ‘is true’.

Next, you will select ‘Add Condition’ and select the ‘Payment Gateway Processor’ option under ‘Transaction Type’. Leave the option for ‘equals’ and then select from the third dropdown ‘Bonterra Payments’.

You will select 'Add Condition’ again. Select the ‘Donation Date’ option under ‘Transaction Type’. Select the option ‘greater than or equal to’ and set the value in the third box to indicate your desired preference. For instance, if you are completing this task weekly, you will enter the date information accordingly.

Step 2: Save your custom filter

When your conditions are set to capture the necessary information, select the ‘Save Filter’ button.

Step 3: Search and export your results

Once you click search, all results will display with the filter applied.

At this point, you will scroll down beyond the graph and click to ‘Select All’ by checking the box next to ‘Contacts’.

Scroll back to the section above the graph to the ‘Bulk Actions’ dropdown and select ‘Export’.

Step 4: Customize your export

A pop-up window should appear, where you can customize your export.

You can name your export with a unique identifier that makes managing your files easier. When selecting fields from the left column to add to the right column, follow the recommended options:

select ‘Donation Date’
select ‘Amount’
select ‘Total Amount Received’
select ‘Bonterra Payments Only’
select ‘Payment Method’
select ‘Payout Date’
select ‘Payment Description’

If this is related to tickets, select the ticket options such as ‘Ticket Type’ or ‘Ticket Quantity’

Pro-Tip: It is important to include the ‘Org Transaction Fee’ and ‘Transaction Fee Covered’. If the donor does not cover it, the amount deposited into your account will be less than the full donation. You will still acknowledge the donor for the full amount - however, the payout will be reduced to cover the transaction fees. So, tracking whether the fee was covered helps with accurate reconciliation.

Reconciling Offline Gifts

Beyond Bonterra Payments exports, these steps will help you reconcile the non-online gifts within a specific timeframe. These details provide your finance team with a complete reconciliation of all offline gifts.

Follow the initial steps listed above to create a custom filter from your 'Giving' page.

Select ‘Online Transaction’ and then select ‘is false’ to eliminate online transactions

Add the condition of ‘Donation Date’, then select your custom date ranges for the period you are capturing.

Follow the steps above to move to exporting this list.

Apply the following fields to capture the correct information for your export:

Donation Date
Amount
Payment Method
Full Name

Reconciling All Gifts Within a Specific Date Range

These steps will help you reconcile all gifts during a specific timeframe. This provides your finance team with a complete reconciliation of all gifts, both online and offline.

Follow the initial steps listed above to create a custom filter from your 'Giving' page.

Select ‘Donation Date’, then select your custom date ranges for the period you are capturing.

Follow the steps above to export this list.