Reconciling bank transfers
Match incoming bank-statement lines to pending donations — review the suggestions, confirm a match, post it to the ledger, and produce the receipt.
When a donor sends a bank transfer, two separate records eventually arrive in WAQAF: the pending donation the donor told you about (through your website's bank-transfer flow, or one you recorded by hand), and the statement line that shows the money actually landing in your account. Reconciling is the act of pairing the two — confirming that a specific transfer on your statement is a specific donation — so the donation can be posted to the ledger as genuinely received.
You'd do this after importing a bank statement. WAQAF reads the imported lines, compares them against your pending bank-transfer donations, and offers match suggestions ranked by confidence. You review each one and confirm it; confirming posts the donation to the ledger and marks the line as matched in a single step.
Who can do this. Viewing the reconciliation queue needs a finance role that grants read — the Accountant, Finance Manager, Auditor, or CEO (an owner or admin too). Confirming a match posts money, so it needs a finance role that grants create — typically the Accountant or Finance Manager. An Auditor or CEO can review the suggestions but will not see the Approve buttons. If you don't see this screen at all, your role doesn't grant finance access; see Members & roles.
Where to find it. Donors → Reconcile. The matching tools sit at the bottom of the same page you use to import statements.
How matching works
WAQAF only ever considers credit lines (money coming in) against bank-channel donations that are still pending — that is, not yet approved and not already linked to another line. Each suggested pairing carries a confidence badge so you know how strong the evidence is:
- High — the statement line's reference text overlaps the donation's note (for example, the donor quoted their transfer reference and it appears on both sides). This is the strongest signal.
- Medium — the amounts match exactly and the dates are within a few days of each other.
- Low — the amounts match exactly, but the dates are further apart.
Each donation and each line is suggested at most once: WAQAF assigns the best pairing first and never proposes the same line or donation twice. Suggestions are just that — nothing is posted until you confirm.
Confirm a match
Open the reconciliation page
Go to Donors → Reconcile. Scroll past the import tools to the Match suggestions card. Each row pairs a pending donation (donor, donation reference, amount) with a statement line (line date, line reference, line amount) and shows the confidence badge.
Review the suggested pairing
Read across the row and satisfy yourself that the donation and the line are really the same money. The donor name, the two amounts, and the two dates should make sense together. The confidence badge is guidance, not proof — a High match is usually safe to accept, but you are the one confirming it.
Approve the match
Press Approve on the row. WAQAF posts the donation to the ledger using the matched line's bank account and value date, then marks the statement line as Matched. The row leaves the suggestions list.
Approving posts real money. It records the donation as received and writes a balanced entry to the ledger — exactly as if you had recorded the income by hand. Confirm the pairing before you press Approve.
Or approve all the high-confidence matches at once
If several rows are High confidence and you've reviewed them, use Approve all high-confidence at the top of the card to confirm them in one action. Only high-confidence rows are included; medium and low rows are left for you to confirm individually. WAQAF tells you how many were approved and how many, if any, could not be.
Lines with no suggestion
Some credit lines won't match anything automatically — perhaps the amount differs slightly, or the donor never told you a transfer was coming. These appear in an Unmatched lines card below the suggestions, showing each line's date, amount, and reference. You have two choices for each one.
Link it to a donation by hand
Press Link to donation on the line. A picker appears listing your pending bank-transfer donations, each shown with its reference, amount, date, and donor. Choose the donation this transfer belongs to, then press Link & approve — this both pairs the line and posts the donation, just like approving a suggestion.
If the amounts differ, the donation's recorded amount is what posts — not the statement line's. WAQAF warns you when the two don't match so you can stop and check. If the donor sent a different amount than you recorded, fix the donation first rather than linking a mismatched pair.
Or ignore the line
If a credit line isn't a donation at all — a refund, a transfer between your own accounts, bank interest — press Ignore. The line is set aside so it stops appearing as something needing attention. Ignoring changes nothing in the ledger; it's purely housekeeping, and you can bring an ignored line back later if you ignored it by mistake. You cannot ignore a line that's already matched.
What happens when you confirm
Confirming a match (whether from a suggestion or a manual link) does three things in one step:
- The donation is posted to the ledger as a balanced entry, coded to its category and fund, with any admin fee handled — the same posting that recording income produces. Ledger entries are never deleted, so a mistake here is corrected with a reversing entry, not an edit; see Correcting or reversing income.
- The statement line is marked Matched and linked one-to-one to that donation, so it can never be matched to a second donation.
- The donor is emailed that their transfer was approved, if they gave an email address — a bilingual WAQAF message with the donation reference and amount.
A receipt for the posted donation. Once a transfer is approved it is a normal recorded donation, so you generate and print its receipt the same way as any other — from the income ledger or the donation's detail view. See Income receipts.
Money-safety notes
You can't accidentally post the same transfer twice. A donation already posted is no longer pending, so it drops out of the suggestions; and each statement line can be matched only once. If two people confirm the same pairing at the same moment, one succeeds and the other is told the line was already matched — no double posting, no duplicate ledger entry.
Amounts throughout are in Omani Rial to three decimals (for example 200.000).
Confidence badges and amount-mismatch warnings are there to slow you down on the
risky pairings — read them, and when a line and a donation don't clearly belong
together, leave them unmatched rather than forcing a link.
See also
Banks & reconciliation
An overview of bank accounts, statement import, and matching transfers.
Importing bank statements
Bring your bank statement into WAQAF so its lines can be matched.
Managing bank accounts
Add and maintain the accounts your transfers land in.
Income receipts
Print or send the bilingual receipt for a posted donation.