In-Kind Donations and Relief Stock for NGOs
Not every donation arrives as money. Ration kits, uniforms, books, medicines and equipment come in as goods, and this module tracks them from the gate to the family.
Taking goods in
Each lot that reaches the store is entered before it is broken up.
Issuing goods out
Material leaves the store against a programme, a camp or a centre, and the issue note names the staff member who took charge of it. Distribution to families is then recorded as field activity, with the beneficiaries who received each kit. Store stock falls by what was issued. What a centre still holds is visible to the office without a phone call.
What the stock records show
What the module leaves out
No value is assigned to a donated item here, and nothing is said about how goods donations are to be shown in the accounts. Both of those are a matter for the trust and its auditor.
- Which items are tracked by unit and which only by lot
- Reorder or minimum levels for ration and relief items
- Who may issue stock out of a store
- Whether a centre keeps its own sub-store records
Frequently asked questions
Can goods donations be acknowledged like money donations?
Yes. A receipt for goods names the item and quantity, and the giver appears on the donor record alongside any cash given.
Does it handle expiry on donated medicines?
Yes. Expiry sits on the lot, and lots nearing the date appear on a list so they are issued first.
How is a relief drive handled?
Goods come in as lots, go out against the drive, and the families who received kits are recorded as that drive’s beneficiaries.
Can barcodes be used in the store?
Where the items carry one. Most relief material does not, so entry is by item and quantity, and any scanner is confirmed during scoping.
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