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عالعربية

User manual

Charity & Donations Management

Every donation is recorded with its purpose and source and spent on the intended beneficiary, so donors, auditors and funders can see where the money went without spreadsheets or paper files.

Every donation is recorded with its purpose, spent on those entitled to it, and the donor receives a receipt and a report. Your auditor's reports are ready from day one.

19 tasks 2 FAQs

What the system does

  • Donations
  • Monthly sponsorships
  • Campaigns and a public donation page
  • Beneficiary files
  • Aid distribution
  • Funds
  • Reports

Tasks

How do I record a cash, transfer, or CliQ donation and issue a receipt?

  1. Open the Charity & donations menu then select Donations.
  2. Click the Record donation button to open the donation entry window.
  3. Choose the Donor from the list or leave it blank to register a new or anonymous donor (well-wisher).
  4. Specify the Method (Cash, Card, CliQ, Bank Transfer, Cheque).
  5. Enter the Amount and specify the Donation type (General donation, Zakat, or Sadaqa).
  6. Select the target Fund or leave it automatic to direct the donation to its dedicated fund.
  7. Click Save; the donation is recorded and an official instant receipt number is generated if received.
Screen
Charity & donations › Donations
Permission needed
Charity — Donations & receipts / Add

How do I confirm pending online donations received through the public website?

  1. Enter the Donations screen and view donations carrying Awaiting confirmation status.
  2. Match the transaction reference number or bank receipt against the logged donation.
  3. Click the Confirm receipt action button beside the donation.
  4. Upon confirmation, the donation receives a sequential official receipt number, immediately enters the fund balance, and schedules a thank-you message with receipt for the donor.
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Charity & donations › Donations
Permission needed
Charity — Donations & receipts / Confirm pending donations

How do I record an in-kind donation (food parcels or clothing) and add it to inventory?

  1. From the Donations screen, click the Record donation button to open the registration window.
  2. Set the Method to In-kind donation.
  3. In the In-kind donation section, enter the Item name, Quantity, and Estimated value.
  4. If the charity uses the inventory system and wants to add the donation into warehouse custody, select the Stock item and designate the Warehouse.
  5. Click Save to confirm the in-kind donation and generate an automated warehouse inbound transfer.
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Charity & donations › Donations
Permission needed
Charity — Donations & receipts / Add

How do I send a donation receipt and thank-you letter to a donor via WhatsApp?

  1. Open the Donations screen and locate the desired confirmed donation.
  2. Click the Send receipt action button.
  3. The system generates an official PDF receipt, prepares the thank-you letter, and automatically dispatches it to the donor's phone number via WhatsApp (provided the donor has not opted out of messaging).
Screen
Charity & donations › Donations
Permission needed
Charity — Donations & receipts / Send receipt to donor

How do I generate an annual donation statement for a donor for tax or documentation purposes?

  1. Open the Donors page from the menu.
  2. Click on the donor's name to view their profile in detail.
  3. Click the Annual donation statement button.
  4. Select the required fiscal year; the system generates an official PDF statement detailing all logged donations with receipt numbers, dates, amounts, and designated funds.
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Charity & donations › Donors · View
Permission needed
Charity — Donors / View

How do I set up a monthly orphan sponsorship for a donor and link it to a beneficiary?

  1. Open the Charity & donations menu and select Pledges & recurring commitments.
  2. Click the New recurring pledge button to open the addition window.
  3. Select the Donor and set Type to Sponsorship.
  4. In the Sponsorship field, select the approved beneficiary (Orphan) registered with the charity; the system requires that the orphan is not concurrently sponsored by another donor.
  5. Set the Amount, Frequency (Monthly, Quarterly, Annually), and the start date in Starts on.
  6. Click Save; the system establishes periodic due dates and links future disbursements directly to the sponsored beneficiary.
Screen
Charity & donations › Pledges & Recurring Commitments
Permission needed
Charity — Pledges & recurring commitments / Add

How do I record payment of a recurring sponsorship installment when collected?

  1. Go to the Pledges & recurring commitments screen.
  2. Filter the table to display overdue installments using Overdue only.
  3. Click the Record payment action button next to the relevant pledge.
  4. Enter the collected amount and payment method, then click Confirm.
  5. The installment is marked as paid, the sponsorship commitment is updated, and an automated donation entry is generated in the charity fund.
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Charity & donations › Pledges & Recurring Commitments
Permission needed
Charity — Pledges & recurring commitments / Record a payment on a recurring pledge

How do I send an installment reminder or periodic progress report to a sponsor?

  1. Open the Pledges & recurring commitments screen and select the active sponsorship.
  2. To send a payment reminder for a late pledge, click the Remind now action to dispatch a WhatsApp or SMS notice.
  3. To share a periodic update regarding the orphan's educational or social progress, click the Report to sponsor action, select the academic/social report, and click Send.
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Charity & donations › Pledges & Recurring Commitments
Permission needed
Charity — Pledges & recurring commitments / Send a reminder or report to a sponsor

How do I create a new fundraising campaign and publish its link to the public?

  1. Open the Campaigns & projects menu.
  2. Click the Create campaign button to open the setup window.
  3. Enter the campaign title, description, Fundraising goal, target Fund, and start/end dates.
  4. Enable the Publish a public donation page option, set Suggested amounts or allow entering a custom amount.
  5. Click Save; you can now click Open public page to copy the public donation link and share it on social media.
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Charity & donations › Campaigns & Projects
Permission needed
Charity — Campaigns & projects / Add

How do I open a new beneficiary file and record basic details?

  1. Open the Beneficiaries list.
  2. Click the Create beneficiary button to open the registration form.
  3. Specify file type (Family or Individual), enter head of family or individual Name, National ID, Phone, and Address (District and Area).
  4. Enter Household members count, Monthly household income, and Housing situation (Rented, Owned, Subsidized).
  5. Click Save; the file is created with New status pending social field study.
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Charity & donations › Beneficiaries · Create
Permission needed
Charity — Beneficiary files (sensitive data) / Add

How does a social worker conduct a field case study and calculate eligibility points?

  1. Open the beneficiary file from Beneficiaries and click New case assessment.
  2. Enter the Visit date, inspect living conditions, and write detailed field notes in Visit notes.
  3. Fill out the income, debt, and dependency criteria; the system automatically calculates the Eligibility score (0 to 100) based on household per capita income and social hardship.
  4. Select the Researcher recommendation (Approve assistance, Reject, or Conditional support) and click Save.
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Charity & donations › Beneficiaries · View
Permission needed
Charity — Beneficiary files (sensitive data) / Conduct a case assessment

How does the aid committee approve a beneficiary file and verify Zakat eligibility?

  1. Open the assessed beneficiary file.
  2. Click the Committee decision action button.
  3. Review the social researcher's score and report, then set Decision to Approve.
  4. If the family qualifies under Shar'i criteria, check the Eligible for zakat checkbox.
  5. Set file status to Active and click Save; the family is now eligible to receive financial or in-kind assistance.
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Charity & donations › Beneficiaries · View
Permission needed
Charity — Beneficiary files (sensitive data) / Committee decision (approve, reject or suspend)

How do I disburse financial or in-kind aid to an approved family?

  1. Go to the Aid screen and click the Disburse aid button.
  2. Choose the Beneficiary; the system verifies their file status is Active.
  3. Select the source Fund and Type of aid (Cash or In-kind).
  4. For cash aid, enter the Amount and payment method; for in-kind aid, select the warehouse item and specify the quantity.
  5. Enter the receiver's name in Received by, and click Save to disburse the amount from the fund or discharge goods from warehouse stock.
Screen
Charity & donations › Aid
Permission needed
Charity — Aid & disbursement / Add

How do I void an aid disbursement or donation entered by mistake?

  1. Open the Aid screen (or Donations screen for donations).
  2. Click the Void option next to the record you want to void to open the cancellation window.
  3. Enter the mandatory Reason for voiding in the dedicated field.
  4. Click Confirm; the system changes status to Voided, immediately refunds the amount to the fund balance, restores quantities to inventory, and reverses financial entries while preserving receipt numbers for audit purposes.
Screen
Charity & donations › Aid
Permission needed
Charity — Aid & disbursement / Void a donation, disbursement or expense

How do I establish a restricted charitable fund (such as a medical treatment fund)?

  1. Open the Funds screen from the Charity & donations menu.
  2. Click the Create fund button to open the fund addition window.
  3. Enter the Fund name and choose Type (General Fund, Zakat, Sadaqa, Endowment, Sponsorships, Project).
  4. Enable the Restricted fund option to guarantee that not a single cent is spent outside its specified purpose, and that no administrative expenses or payroll are charged against it.
  5. Specify Permitted uses (e.g., medical treatment only).
  6. Click Save.
Screen
Charity & donations › Funds
Permission needed
Charity — Funds / Add

How do I record operational and administrative expenses of the charity?

  1. Go to the Expenses screen and click the Record expense button to open the expense window.
  2. Select the Fund; the system requires selecting an unrestricted general fund that permits administrative overhead.
  3. Choose the Category (Administrative & general, or Programs & activities), enter Description, amount, disbursement date, and payment method.
  4. Click Save to deduct the expense from the general fund balance.
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Charity & donations › Expenses
Permission needed
Charity — Expenses / Add

How do I review the sensitive information access log for beneficiary files?

  1. Open the beneficiary profile and navigate to the File access log tab.
  2. The log provides a complete audit trail of every user who viewed the file, edited it, conducted a case assessment, or inspected national IDs and medical records, including staff name, timestamp, and executed action.
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Charity & donations › Beneficiaries · View
Permission needed
Charity — Beneficiary files (sensitive data) / View

How do I monitor the administrative expense ratio report against legal limits?

  1. Open the Charity reports page from the menu.
  2. Review the Administrative expense ratio card comparing total administrative expenses against total revenues, displaying the statutory ceiling permitted for charitable non-profits.
  3. You can also view the Zakat balance sheet (Zakat collected vs disbursed) and fund balances across monthly or yearly periods.
Screen
Charity & donations › Charity reports
Permission needed
Charity — Reports / View

How do I configure the poverty line and messaging settings for the charity?

  1. Navigate to Charity settings from the system menu.
  2. Configure the Per capita poverty line benchmark used to calculate family financial eligibility scores.
  3. Configure dispatch channels for receipts and reminders (WhatsApp / SMS) and default message templates.
  4. Click Save to update system settings.
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Charity & donations › Charity settings
Permission needed
Charity — Settings / Edit

Frequently asked questions

Why does the system block aid disbursement to certain beneficiaries from the Zakat fund?
  1. The Zakat fund has strict governance rules restricting disbursements solely to Shar'i eligible categories.
  2. If the beneficiary's file does not have the Eligible for zakat option checked during committee approval, the system rejects selecting the Zakat fund for this beneficiary to prevent religious non-compliance.
Screen
Charity & donations › Aid
Permission needed
Charity — Aid & disbursement / Add
What should I do when a "Duplicate aid" warning appears during disbursement?
  1. The system alerts you with Warning: duplicate aid if assistance of the same type was disbursed to this beneficiary within the past 30 days, preventing unintended double payouts.
  2. If an extraordinary disbursement is justified, enable the checkbox I confirm the disbursement despite the duplicate.
  3. State the justification in detail in the Reason for allowing the duplicate field (mandatory).
  4. Click Save to log the disbursement and rationale in the file audit trail.
Screen
Charity & donations › Aid
Permission needed
Charity — Aid & disbursement / Add

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