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How to Reconcile Settlements to Your Bank Account

Reconciling your settlements means checking that the amounts arriving in your bank account match the donations processed through your Donation Station and reported by your merchant provider. This helps ensure transparency and makes accounting much simpler.

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⤵️ Step 1: Choose the most accurate data source

⤵️ Step 2: Run a statement for the settlement period

⤵️ Step 3: Match against your Bank Statement

⤵️ Step 4: Understand the settlement cycle for your provider

⤵️ Step 5: Common Troubleshooting Issues

 

💭 If you’re not sure when settlements should appear, please read our
When will my donations be settled? article first.

🔸Step 1: Choose the most accurate data source

For reconciliation, always use your merchant provider’s portal as the source of truth.

  • Your Merchant Provider: The merchant provider's portal or report contains the most accurate data.

  • GWD Portal: This shows the same data, but it is replicated from the merchant provider’s portal (i.e. Latpay, Supported Giving, etc.).
    It doesn't contain any extra fees or charges billed by the Merchant provider.

We recommend checking the merchant portal directly when reconciling, especially for fee details, daily breakdowns, etc.

ℹ️ We recommend using your Merchant Account data is because GWD are not your payment processor.

The GWD Portal on the other hand features reports that are useful for Marketing and Gift Aid data management, and to see transactions linked to your Donation Stations by Kiosk Alias identifiers.

 

🔸Step 2: Run a statement for the settlement period

Here’s how to reconcile an example settlement in the Latpay portal:

  1. Log in to the Latpay portal.

  2. Navigate to Statements & Reports → Card Processing → Daily Statement.

  3. Set the date range:

    • From: 01/08/2025

    • To: 31/08/2025

  4. Click Search.

  5. Review the daily transaction list, showing:

    • Amounts received each day

    • Card-processing fees deducted

    • Running total (shown on the right)

  6. Scroll to the bottom — the total figure is the amount to expect in your bank account.

  7. Optionally, download the statement in Excel for bookkeeping.

 

ℹ️Need help finding reports? Speak with our Support Team who can assist. 

  • Email: support@gwd.team

  • Phone: 0114 553 1399 (Option 2 for Support), Mon-Fri 9am-5pm.

 

🔸Step 3: Match against your bank statement

  • Find the corresponding payment in your bank account (often labelled with the provider name, e.g. “Latpay”).

  • Confirm that the total matches the portal’s reconciled total (after fees).

If there are discrepancies, check:

  • That you used the same date range in both the portal and bank statement.

  • Whether any fees or reserves have been withheld.

  • Whether the settlement date is delayed by weekends or working-day rules.

 

🔸Step 4: Understand the settlement cycle for your provider

Different merchant providers have different settlement frequencies and timing.
Below is how major providers we work with operate.

 

Variations Between Merchant Providers
Provider Portal Access Settlement Frequency / Timing How To Run a Report Key Notes
Latpay
(Lateral Payment Solutions)		 Latpay portal  Monthly. Settlement period = 1st to last day of the calendar month. Settlements are paid on the 3rd working day of the following month. Statements & Reports → Card Processing → Daily Statement.
Set the date range to full month.		 Bank statement entry will show as “Latpay”. Portal gives full daily breakdown and fees.
Supported Giving Supported Giving portal Monthly. Settlement period = calendar month. Settlements occur on first day of the next month + one week + one working day Use their monthly statement/ report, covering full previous month. Bank statement should show “Supported Business” reference
Parish Giving Scheme Parish Giving Scheme portal/report Monthly, but note: two settlements for one-off gifts: one for donations, another for the gift aid claim. They settle once all previous month’s donations have been authorised. Report and payment usually by middle of the following month.  Run their settlement/gift aid report for previous month. References: “PGS - CL GIFTS” for donations; “PGS CL GFTAID” for gift aid.
Allied Irish Bank (AIB) AIB merchant dashboard Daily-adjacent. Donations processed between Monday-Friday settle the next working day. Donations on Friday/Saturday/Sunday settle on Monday. Review your daily transaction log or statement in AIB’s system. Weekends delay settlement to Monday
Your Own Merchant Account Varies - determined by Merchant Provider Varies - determined by Merchant Provider You will need to check your merchant account portal / ask provider Different providers may have different fee structures, reserves, holdbacks, processing delays, etc.

Need Portal Access? To access either the GWD Portal or to apply for Merchant Account portal or dashboard access, please contact support@gwd.team and we will assist.

 

🔸Step 5: Troubleshooting Common Issues

If totals don’t match:

  • Date range mismatch: Make sure both your portal report and bank statement cover the same period.

  • Fees or reserves: Some fees are deducted before settlement. Some providers hold back reserves.

  • Settlement delays: Weekends and bank holidays can delay when funds reach your bank.

  • Unclear provider reference: The description on your bank statement may not exactly match what you expect—often it’s the name of the provider (e.g. “Latpay”, “Supported Business”, “PGS CL GIFTS”, etc.).

 

🔸Need Support?

If after checking you’re still unsure or things don’t align, we’re here to help:

  • Email: support@gwd.team

  • Phone: 0114 553 1399 (Option 2 for Support), Mon-Fri 9am-5pm.