Fund not indicated on disbursement reports - major headache

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Joe Patke
Joe Patke ✭
Ninth Anniversary Facilitator 1 Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
When the money from On-Line Express gifts and events is disbursed each week into our bank account, there is no breakdown or indicator of what fund(s) the donor selected.  Is there a way to run a report on the disbursements that includes the Fund ID? Seems like pretty basic data, and crucial to the accounting office task of taking the weekly disbursement and dividing up among the various funds according to the donors selections... but our accounting staff cannot find a way to generate such a report.  Instead, they have to spend HOURS of tedious work reconciling each transaction to a fund.  
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  • Amy Mitchell
    Amy Mitchell ✭
    Tenth Anniversary Photogenic First Reply February 2024 Monthly Challenge
    We create a query of all Online Express gifts and export all the information we need into a spreadsheet including the fund. We utilize the gift date as the gift date and the global post date for when the deposit will hit our bank. We plug in a fee formula next to each gift amount which then produces the net amount. The sum of the net amounts equal the deposit every time. I then create a pivot report of that pulls in the summary gross, fee, and net amounts by fund. It takes me 10 minutes to reconcile a week now. If you want a copy of our spreadsheet, please let me know.
  • Lacy Kowalski
    Lacy Kowalski ✭
    Tenth Anniversary Photogenic First Reply
    I agree this would be a nice feature.  We sync out batches with the disbursement reports and get the fund info that way.  Hope this helps!
  • Jen Claudy
    Jen Claudy ✭
    Tenth Anniversary Facilitator 4 Name Dropper Photogenic
    Lacy & Amy...this question was also posted to another Community Discussion, where it has received other responses, including one from BB staff.  Check it out here.
  • Joe Patke
    Joe Patke ✭
    Ninth Anniversary Facilitator 1 Photogenic

    Amy Mitchell:

    We create a query of all Online Express gifts and export all the information we need into a spreadsheet including the fund. We utilize the gift date as the gift date and the global post date for when the deposit will hit our bank. We plug in a fee formula next to each gift amount which then produces the net amount. The sum of the net amounts equal the deposit every time. I then create a pivot report of that pulls in the summary gross, fee, and net amounts by fund. It takes me 10 minutes to reconcile a week now. If you want a copy of our spreadsheet, please let me know.

    Would love a copy of those spreadsheets. What is a "Global Post Date"?  We use Raiser's Edge in our Advancement Office, but our accounting office does not use a Blackbaud product.  They use a separate General Ledger software that does not integrate with Raiser's Edge. We run reports from RE of all On-Line Express gifts for the week and give that to the accounting office.  But timing is often an issue.  Depending on the credit card type (and perhaps other factors), two gifts made on-line on the same day may be in two different disbursements.  So our reports do not always match the disbursements.  Any advice?  Please email spreadsheets to jpatke@sluh.org

     

  • Amy Mitchell
    Amy Mitchell ✭
    Tenth Anniversary Photogenic First Reply February 2024 Monthly Challenge
    My apologizes. Global Post Date was supposed to be GL Post Date. I've attached the template we use to reconcile our deposits, however, we use BBMS as our merchant processor so regardless of credit card type, the fees are the same. Row 2 is for all gifts received and row 3 is used to reflect any refunds.



    Regardless, I think the process would be the same. You would utilize the GL Post Date as your criteria in query and based on credit card type, you would plug in the appropriate fee.

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