Donation & Receipt Workflow

Follow donations, pledge installments, sponsorships, and grant tranches from payment entry to receipt and reporting.

Overview

The Association module creates a connected trail from payer and purpose to payment, receipt, allocation, and report.

1. Prepare master records

  1. Complete the association profile and default currency.
  2. Create the donor or confirm the payer's existing record.
  3. Create active campaigns and funds when allocations are required.
  4. For future commitments, create the pledge, sponsorship, or grant before recording payment.

2. Record money received

Use the action that matches the source:

  • Donations → Add for a received donation
  • Pledge installment → Pay for a scheduled pledge payment
  • Sponsorship → Pay for sponsor money
  • Grant → Receive tranche for a grant disbursement
  • Memberships → Pay for membership fees
  • Event registration → Pay for registration fees

The payment drawer collects the amount, payment method, payment reference, date, and notes. The Cheque No. field appears only when the method is Cheque.

Campaign and fund are not entered in the payment drawer. Select them on the source record: the donation form, or the pledge, sponsorship, and grant records.

Distributing an approved assistance request also issues a receipt, for money paid out rather than received.

3. Review and print the receipt

After a supported payment succeeds:

  1. The receipt drawer opens automatically.
  2. Verify payer, amount, method, date, purpose, campaign, and fund.
  3. Print the receipt. The document is an A4 landscape page holding both copies.
  4. Reopen the receipt later from Association → Receipts, or from Print on the source row.

Each print is audited: the register keeps a print count and a reprint is labelled as a duplicate.

4. Correct or reverse a payment

  • Use Refund to reverse a recorded donation; RedERP also updates its campaign and fund totals and cancels the linked receipt.
  • Use Cancel for an issued receipt and enter a reason.
  • Cancelling a receipt alone does not reverse its source payment.
  • Do not delete receipt history to hide an error.
  • If allocation data was wrong, document the correction and reconcile the affected fund or campaign.

A refunded donation and a cancelled receipt are related audit events, but they represent different parts of the workflow.

5. Reconcile

Use the Donations, Donations by donor, Donations by campaign, Fund balances, and Receipt register (incl. cancelled) reports. Compare totals with external cash, bank, card, cheque, or online-payment records.