Prepare Your Bank Statement File

Download the relevant transaction data from your bank.
Create an Excel workbook containing one worksheet with the following columns:
- Status – Donorfy adds information or error messages here.
- Action – Donorfy indicates whether the row was used to update a batch item.
- Amount – The payment amount from your bank statement.
- Date – The payment date (must be valid Excel dates).
- Reference – Used to match the payment to a batch transaction.

📌Note: A template is available: EFT Batch Transactions Template.xlsx.

Upload the File and Match Transactions

Go to Financial, click Batched Transactions and open your batch.
Click Upload Transactions, then select your Excel workbook.
Click Match Transactions to run the automated matching process.

Donorfy attempts to match the Excel rows to unpaid transactions in the batch by checking:

Whether the Reference matches the transaction’s bank reference, bank account, sort code, or other collection references.
Whether the Amount matches exactly.

📌Note: You can download the updated workbook after matching to review results.

Understand Match Results

Review the Status and Action columns in your Excel file to see how each payment was processed.

Match Types

Successful match – If exactly one transaction matches on Reference and Amount, the transaction is marked Paid.
No match – The row is flagged as an error and must be reviewed or corrected.
Multiple matches found – The first matching transaction is marked as Updated and marked as paid. Any additional identical references are marked as errors.

🤓Tip: To find duplicates quickly, sort by Reference and apply Conditional Formatting to highlight repeated values.

After Matching

For unmatched transactions:

Manually mark the relevant batch transactions as Paid, OR
Correct the references on the associated Recurring Payment Instruction (RPI) for future successful matching.

Fix Matching Problems

Download the matched workbook and make any required corrections.
Before re-uploading, clear all Status and Action values—rows containing data in these fields are ignored during matching.
Delete the previously uploaded file from the batch to avoid confusion.
Upload the corrected workbook and run Match Transactions again.

📌 Note: If you update reference details on the constituent’s RPI (via their timeline), future expected payments will match automatically when their references regenerate.

Manually Update Transactions

Open the batch under Financial, Batched Transactions.
Mark individual items as Paid when needed (for example, if the bank file contains unmatched data).

📌Note: When manually marking as Paid, Donorfy applies the RPI defaults for the transaction amount and date (Collection Day).