Reconciling your payments help you making sure that your payroll data and the platform data are aligned.
Mistakes can be easily made when processing a certain amount of donations and Catalyser is here to help your reconcile the data with your payroll data. Here is a set of general reconciling actions you can take:
Making a payment at a different date
You need to make a payment in the future or past. To do so:
- Go to Payroll > All Donations > Pending or All.
- Find the relevant pledge
- Click on the box on the left side of the pledge
- Click on "Bulk Action"
- Click on "Make Payment"
- A pop-up window will tell you how many donations you are about to process and the sum of their amounts
- Select the right payment date:
- Once you are satisfied with the pledges you are about to process, click "Pay"
Canceling a pledge
One of your employees has pledged a donation and wants to cancel it. In the case s/he doesn't know how to do it, you can directly cancel it in the payroll section.
- Go to payroll > All Donations
- Click on All
- Filter on the relevant employee or donation
- Click on the email address of the employee
- A pop-up window with all the donations of the employee will be displayed. You can find the pledges there and click "cancel"
Reversing a payment
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For each pay run, you can also head to All Donations to extract donation data to upload into your company payroll system. This will allow you to ensure the donations on the platform matches your data in the payroll system.
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Remember to select your filters or go to Save Filters if you have already set up your preferred filter setting.
Next step is important, as you need to set and check the date range to the donations you would like to reconcile. The end date is set to default to the preferred payment date you have set up in your Pay Cycle Settings.
Typically you would not need to set a start date as you would have cleared the pending donations from your last pay run. Your end date should be your upcoming pay run date.
If you are extracting data not relevant the upcoming pay run adjust the dates accordingly.
If it suits your processes better you can click Export to download the records you have filtered and upload it into to your company payroll system now.
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Using Bulk Action to reconcile the Pending donations
After you have selected your relevant filters you can tick the box in the transaction heading to select all the records on your screen. ☑
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Then go and click on the Bulk Action button and select Make Payment option in the drop down menu. You will next see a pop up window with a list of the selected records you have ticked.
Check the number of payments and the total amount you will be making at the top of the window.
Then check the date - you can still amend and change the date as shown below!
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Then, scroll down to the bottom of the window and click the Pay button.
If you do not want to reconcile all the donations in the window you can untick the blue box next to the donation record before continuing on to click the Pay button.
Alternatively if you are not ready to reconcile, you can click the Close button and it will take you back to the previous screen.
To check that the donation records have been processed click on the Paid tab.
Otherwise you have finished reconciling the payroll donations on the platform!
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To review your reconciled donations, click on Paid tab and select the filters you would like to review. You can also Export paid donation data from here. |
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We understand that mistakes happen, therefore we have provided you with the ability to Reverse Payment for a donation that may have been mistakenly reconciled as Paid. To reverse payments you only have the option to do this in Paid or All tabs. Also a payment can only be reversed if it is the last paid donation of the employee (last pay cycle). If you want to reverse a paid donation for older pay cycles you will need to reverse every donation until you get to the pay cycle required. Tick the record you require and Click Bulk Action and Select Reverse Payment. A pop up window will appear for you to complete a final review. Once you are happy click Reverse and the records will transfer back to PENDING.
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We understand that employees can change their mind and would like to cancel a donation. Payroll can cancel a Pending donation on their behalf from the All tab. Once you click Cancel the employee will no longer make donations in the current or future pay cycles as the recurring
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Reverse Payment is an action available only for PAID donations. If you accidentally reconciled a donation as PAID on the platform and need to reverse it back to PENDING status. Cancel Donation is an action that you make when you want to stop the recurring donations. It can only be done on PENDING records in All tab. It will immediately take effect when you click Cancel. Depending on when you take this action, it could either affect current or a future pay cycle.
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Uncancel is available to you when an employee has changed their mind in relation to a cancelled donation. It will change the donation into Pending when you Click Uncancel.
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