RaiseNow Integrated Process for Acquirer Settlement Reconciliation

This article explains how automated reconciliation works for donation payments. It shows how RaiseNow connects payment, payout, bank, and CRM data to support accounting processes.

Overview

Donation payment data is often spread across several systems:

• RaiseNow stores the original donation record
• The CRM stores a representation of the donation
• The acquirer processes payouts and payment fees
• The bank confirms when the payout reaches the organisation’s bank account

This can make reconciliation difficult. Accountants need to assign the correct value date, net amount, and fees to each donation and match these with the payouts received.

RaiseNow works with selected acquirers, banks, CRM systems, and ERP systems to support automated end-to-end reconciliation.

What automated reconciliation aims to achieve

For accounting, each donation and payout should be represented correctly.

Example

Two credit card donations of EUR 50 are received.

In the subledger, each donation may be booked as:

Credit Card Donations 50 (cost center xyz) to Donation Revenue 50

A few days later, the acquirer pays out the donations to the bank account. If the total fee is EUR 5, the payout amount is EUR 95.

In the main ledger, this may result in:

Bank Account 95 to Credit Card Donations 95
Expenses 5 (cost center xyz) to Credit Card Donations 5

This allows the organisation to reconcile donation revenue, payout amounts, and payment fees correctly.

How it works

RaiseNow supports reconciliation through the following process.

Donation record creation

1. A donation is processed through RaiseNow.
2. The subledger, usually the CRM, receives the donation data.
3. The CRM creates a donation record based on its data model.

Payout and bank matching

1. The acquirer provides payout information.
2. RaiseNow matches this payout information with the bank’s camt file.
3. This identifies the actual value date of the received payout.

Payment record update

1. RaiseNow matches payout and bank information with records in the payment platform.
2. The payment records are updated with:
   • Value date
   • Transaction fees
   • Acquirer information

CRM update

RaiseNow’s integration layer updates the CRM with the reconciled data.

This may include:

• Value date
• Acquirer fees
• Net amount information

Subledger and main ledger processing

The CRM can then compile the updated donation payments into a subledger.

From there, summary booking statements can be created and transferred to the main ledger.

Main ledger booking statements

RaiseNow creates booking statements for the main ledger that correspond to the received payout.

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