Donation Entry and Receipts for NGOs

Money reaches a trust in several ways, and each one has to end up as a numbered receipt against a named fund head. This module does that entry.

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Ways money reaches the trust

Cash at the office or a drive

A volunteer or the office clerk enters the amount, the giver and the collection point. Collection boxes and drive totals are entered the same way.

UPI and bank transfer

The transaction reference is typed in beside the donor. Where a payment gateway is connected, the reference arrives with the entry.

Cheque or demand draft

Instrument number, bank and date are recorded, and the entry stays marked as uncleared until the office confirms the credit.

Website donation form

A form on the trust site writes the giver and the amount in, where that link is built. Without it, the office keys the entry.

What each entry carries

An entry is short, because most of it comes from lists the trust has already set up.

Donor and fund head

The giver is picked from donor records, and the money lands under corpus, general, restricted or a foreign head.

Purpose named by the giver

A giver who says the money is for the tuition centre or for medicine has that purpose stored, so programme staff later see why it came.

Receipt number

The next number in the chosen series is allotted. Series can run separately for the office, a branch centre or a drive.

Who took it

The staff member or volunteer who entered the money is stored with the entry. Cancellations stay visible instead of vanishing.

Receipt and acknowledgement

The receipt prints with your own layout and wording, on A4 or on a small printer at a collection desk. An acknowledgement can follow on WhatsApp, text or email, carrying the receipt number and the purpose. A giver who asks for a yearly statement gets it from the same records, without anybody turning pages in a book.

What the trust decides

This module records money and prints receipts. It does not do the bookkeeping, and it says nothing about how a donation is treated for tax; that question goes to the auditor.

How many receipt series run, and what each prefix means
The printed wording and the signature block on a receipt
Who may cancel a receipt once it has been issued
Whether an acknowledgement message goes out automatically or on request

FAQ

Frequently asked questions

Can two receipt series run at the same time?

Yes. A head office series and a centre or drive series can both stay open, each with its own prefix and running number.

What happens when a cheque bounces?

The entry is reversed with a reason, and the receipt is marked cancelled. The donor record shows both the original and the reversal.

Does it reconcile the bank statement by itself?

No. Bank credits are matched by the office against entries, and a deeper reconciliation link is a question for scoping.

Can a volunteer at a drive issue receipts on a phone?

Yes, with a login limited to that drive. The numbers come from the series set aside for drive collections.

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