Collections

The Collections section is for money received in a lump sum that is not tied to one named member. The Friday collection and the donation box by the entrance are the usual examples. You record the total received, rather than splitting it between individual people.

Collection sources

Before you can record a collection, you create a collection source. A source is simply a named place or occasion the money comes from, for example "Entrance donation box" or "Friday collection". You set a source up once, then record collections against it as often as you need.

A source can be edited at any time. When a source is no longer in use, you can mark it inactive so it stops appearing on the recording screen, while its past collections stay in your records. A source can only be deleted if it has no recorded collections against it; if it has any, mark it inactive instead.

What a collection records

Source

The named place or occasion the money came from, for example the Friday collection or the entrance donation box.

Amount

The total received in this lump sum, in ₹.

Date

The day the money was received. You can back-date this if you are entering an older collection.

Notes

Optional. Anything worth remembering about this collection, such as the occasion or who counted it.

Recording a collection

1. Open Collections from the menu.
2. Choose an existing source, or create a new one if this is a new place or occasion.
3. Enter the amount received and the date it came in. The date can be back-dated for an older collection.
4. Add any notes if they are helpful. This is optional.
5. Save. The collection is now part of your income and will appear in your reports.

Collections in your reports

Every collection you record is counted as income alongside members' payments and any other money received. You can see it all together on the Reports page, so your totals always include both named payments and anonymous collections.

Pending collections

A pending collection is a member's promise to give an amount that has not been paid yet. It is useful at a fundraising event when someone commits to a figure but pays later. It is recorded against the member's name, a source and a fund, and it is shown as Pending until the money arrives. A pending collection is not counted as income; instead it is added to the Total outstanding figure on your dashboard so you can see what is still expected.

1. In the Pending collections part of the Collections screen, choose Add pending collection.
2. Select the member, the source, the fund, and the amount promised.
3. When the member pays, choose Mark as paid, confirm the date and method, and save.

Marking a pending collection as paid turns it into a normal collection, attributed to that member, so it then counts as income and appears in your reports. While it is still pending it can be edited or cancelled if the promise changes.