This article covers a reconciliation process that has been implemented by many of our partners that use Pushpay and CCB together. We have taken into consideration the fact that financial reconciliation is a process that will ultimately be unique to your church and dependent on how you do your accounting.
Before getting started...
Decide on a batching/reconciliation time frame. You may reconcile daily, weekly, or monthly - the choice is yours. It does seem, however, that weekly is the most common time frame and will be the basis for our example.
For our example, reconciliation happens on Mondays for the prior week. Let’s use the date range of July 18-24 (Monday - Sunday).
Step 1: Start with your bank account
Using the deposit/settlement date (as it is reflected on the bank account) is the most consistent baseline to work from when reconciling.
Start by accessing your bank account online and refine the transaction search to look for deposits within the date range that match the batch you are going to create. In our example, we want to search for deposits within July 18-24:
Bank deposits on Monday, July 18
$2,504.00 Card Deposit (Transactions initiated Thu, July 14)
$11,217.14 Card Deposit (Transactions initiated Fri/Sat, July 15, 16)
$206.00 ACH Deposit (Transactions initiated Tue, July 12)
Bank deposits on Tuesday, July 19
$220.00 Card Deposit (Transactions initiated Sun, July 17)
Bank deposits on Wednesday, July 20
$10,114.32 Card Deposit (Transactions initiated Mon, July 18)
$100.00 ACH Deposit (Transactions initiated Thu, July 14)
Bank deposits on Thursday, July 21
$1,483.00 Card Deposit (Transactions initiated Tue, July 19)
Bank deposits on Friday, July 22
$1,925.00 Card Deposit (Transactions initiated Wed, July 20)
$1,300.00 ACH Deposit (Transactions initiated Sat/Sun/Mon, July 16, 17, 18)
Bank deposits on Saturday July 23
Bank deposits on Sunday, July 24
Step 2: Create a new batch in CCB
- In CCB, click Financials.
- Click Create Batch.
- Name the batch and click Save.
We recommend that you include a reference to Pushpay or Online Giving in combination with the date range when naming your batch. The Post Date will most likely be the day you are doing your reconciliation.
Step 3: Move transactions into newly created batch
- In CCB, Click Financials.
- Click Online Gifts.
- If gifts were not matched to an existing CCB person, they will appear under the Step 1: Match people tab. Clear this list before continuing by clicking on each name in the list and either creating a new person or matching to an existing person.
- Click Step 2 or Next Step at the bottom.
This will open a list that contains ALL Pushpay giving that has been sent over to CCB but has not been put into a CCB batch.
- In a new window, log into your Pushpay account at pushpay.com/login?view=1
- In Pushpay, click Batch Reconciliation.
- Set the Date range to the dates identified in Step 1.
- Click each Batch Id for the applied date range in Batch Reconciliation. In our example above, there are 9 batches that will need to be opened to see all of their transactions.
Below is an example of one batch in Pushpay and the transactions that make up that batch.
- In CCB, identify and select each transaction to be moved to the CCB batch you already created by cross-referencing the batch details in Pushpay (in our example, 9 Pushpay batches and their transactions will need to be cross-referenced).
- Click Create Transactions after you have checked all of the appropriate transactions in the Online Create Transactions list.
- Select the newly created batch in the Batch dropdown.
- Select a Grouping (optional).
- Click Create Transactions.
Step 4: Match the bank deposit total with the batch total in CCB
Total up all of the deposits for the week of July 18-24 and make sure that total matches the total of the batch you just created in CCB. In our example data, the total of all the deposits in the bank account in Step 2 is: $29,069.46
This matches the total of the transactions in the batch we created in CCB. To view the CCB batch total:
- Click Financials.
- Click Batches.
Step 5: Enter the bank account deposits into your General Ledger
To complete the process, you will enter the bank account deposits into your General Ledger fund accounting system (ie. Quickbooks). These deposits may also get imported automatically if you have some type of automated bank account import option in your accounting system.
Using a combination of reporting within CCB and/or the Batch Reconciliation view in Pushpay, you will be able to determine the total for each Fund given to in each deposit so you can split out the entries in your general ledger for each deposit.