As an admin of a ServiceReef organization, there are a couple of key elements to note. First, from a Stripe transaction basis, there is the Transaction ID (sometimes called a Reference #) and the Batch ID. Each Stripe batch contains multiple transactions. Therefore, when you view a transaction in Stripe (or export the data from ServiceReef), we try to provide all the information you will need to trace back that transaction for your accounting folks.
Let’s look at an example using the Donations and Payments export for an organization.
In the example below, you can see the red outlined section all contains the exact same Batch ID (row S).
This means that the organization received a credit to their account on file (in Stripe) for the amount of $343.62. This is the sum (or “net amount”) of donations received for this organization in a single day. In this batch, there were 9 individual donations (represented by unique Transaction IDs in column R).
In that same example, notice that the first two transactions do not yet have a Batch ID. This is due to the fact that these transactions have not yet been “batched” and sent to the organization’s account. Once Stripe conducts that process, a Batch ID will appear for those transactions as well.
Please note: While this information is also present on a trip-by-trip basis, the most comprehensive way of tracking down information for your accounting folks is to look at the Organization Level tab for “Donations and Payments”. That page allows you to filter the results by date (if desired). Additionally, this is an aggregate view of all transactions across all trips/events. Therefore, this gives the most accurate view of all money movement within Stripe/ServiceReef activities.
Lastly, in the far right column (column T), you will notice an “Event Code”. This can be used to distinguish between different trips and tie this transaction specifically to your own organization’s accounting code(s). To set up an event code, this is a per-trip option (i.e. each trip can have different Event Code… it’s up to you and how your internal processes are established). Obviously, if all trips share the same accounting code within your organization, this information will always be the same.
To change your Event Code on a specific trip, go to the Opportunities section and select “Financial Details”. Scroll down that page until you see the “Accounting” section. This is an open text box to be used to tie in whatever value/text means something to your accounting team. There are additional questions under this section that help provide some context as well.