Credit Card Reconciliation Workflow

To successfully reconcile your credit card transactions, we recommend you perform the following.

• From Revenue, create and run the credit card processing process to automatically submit credit card transactions to a payment processor such as Blackbaud Merchant Services for authorization. As the processor authorizes the transactions, it may flag some as suspect which temporarily delays further processing until you resolve the issue. After authorization, the processor deposits the funds from approved transactions as a disbursement in your bank account.

• From Treasury, access the Reconcile transactions and disbursements page to view all credit card transactions entered during a selected time period. For information about the items on this page, refer toReconcile Credit Card Transactions to Merchant Disbursements.

When your organization first accesses the Reconcile transactions and disbursements page, the Credit card reconciliation screen appears. On this screen, you select whether to assign a reconciliation date to existing transactions, such as the date of your most recent reconciliation. For information, refer toSet the Default Reconciliation Date for Existing Transactions.

• After the processor deposits the disbursement, access the disbursement report that provides information about the transactions included in the disbursement. Most credit card processors offer the option to download the disbursement report from the web portal. To automatically reconcile transactions, you must receive or download the report as a comma-separated values (*.csv) file.

• If your organization processes credit card transactions through Blackbaud Merchant Services, on the Reconcile transactions and disbursements page, select to enable the automatic reconciliation of transactions based on your disbursement activity. For information about how to automatically reconcile transactions processed through Blackbaud Merchant Services, refer toAutomatically Reconcile Transactions Through Blackbaud Merchant Services.

• If your organization uses a processor other than Blackbaud Merchant Services, you can upload the disbursement report. When you upload the report and select the report format, the program searches for and compares the credit card transactions in the report with transactions in your database. For information about how to upload the report, refer toUpload a Disbursement Report.

• If you cannot receive the report as an *.csv file, or if pending transactions remain after you upload the report, manually reconcile transactions and adjust the reconciliation status as necessary. For information about how to manage the reconciliation status on the Reconcile transactions and disbursements page, refer toView Reconciliation Details by Transaction and View Reconciliation Details by Disbursement.

• After you upload a disbursement report, any transactions in the report that do not match transactions in your database appear on the View by disbursement tab and Unmatched disbursements tab of the Reconcile transactions and disbursements page. For example, you might submit a transaction to the processor from outside the program, or information about a transaction in the disbursement report may not match its revenue transaction record exactly. For information about how to manage these transactions, refer toView Unmatched Disbursements.

• If your organization processes transactions through Blackbaud Merchant Services, you can view and manage any suspect transactions or chargeback requests associated with your account. For information, refer toBlackbaud Merchant Services Suspect and Chargeback Transactions.

• For information about reconciliation considerations for transactions, refer toReconciliation and Status Considerations.

• For information about the various status indicators that may appear, refer toStatus Overview.