Bank-transfer donations

Review the bank transfers donors say they've sent, check the uploaded receipt, then approve, hold, or reject — approving posts the donation to the ledger.

When a donor pays by bank transfer through your website, they tell WAQAF the transfer is on its way and upload a copy of their bank receipt. That arrives as a pending bank-transfer donation waiting for a human to look at it. Nothing has been posted to your books yet — somebody on your finance team needs to open it, check the uploaded receipt against what the donor said, and decide what to do. This page is where you do that.

You'd come here whenever donors have used the bank-transfer option on your site. Each one sits in a queue until you approve it (which posts it to the ledger as genuinely received), reject it (if it isn't real), or put it on hold because you need to check something first.

Who can do this. Seeing the queue needs a finance role that grants read — the Accountant, Finance Manager, Auditor, or CEO (an owner or admin too). Approving, rejecting, or holding a transfer changes money, so it needs a finance role that grants create — in practice the Accountant or Finance Manager. An Auditor or CEO can open the queue and read every transfer, but the action buttons won't work for them. If you don't see this screen at all, your role doesn't grant finance access; see Members & roles.

Where to find it. Donors → Bank transfers.

The two queues

The page opens on two tabs:

Pending review — transfers that have just arrived and haven't been looked at. This is where most of your work happens.
Under review — transfers you've set aside because something needs checking (you put them here yourself; see Hold a transfer).

Each tab is a simple table: the donor (name and email), the causes they chose to support, the reference, the amount, and the date the donor submitted it. The donor's own transfer reference — the number they typed in when telling you about the payment — shows as a small note under the WAQAF reference.

Only transfers that arrived through your website and have an uploaded receipt appear here. A bank payment you record by hand in Finance, or a transfer matched from an imported bank statement, follows a different path — see How this fits with reconciliation.

The Bank transfers page with the Pending review and Under review tabs, showing the queue table of donor, causes, reference, amount, and submitted dateScreenshot to be added

Review and approve a transfer

Approving is the moment the money becomes real in your books, so take it carefully.

Open the transfer

On the Pending review tab, click anywhere on a row — or press its Review button. The Review bank transfer dialog opens, showing the donor, the amount, the causes and how much went to each, the reference, and the donor's note.

Check the uploaded receipt

The dialog shows the receipt the donor uploaded — their proof of the bank transfer, either an image or a PDF. Look at it and satisfy yourself that the payment is genuine and the amount matches what the donation says. This uploaded file is the donor's evidence; it is not the WAQAF receipt you'll issue later.

If the receipt area says it isn't available, the file couldn't be loaded — the link the dialog uses is short-lived and refreshes when you reopen the dialog.

The Review bank transfer dialog with the donation summary at the top and the donor's uploaded receipt belowScreenshot to be added

Choose the destination bank account

Pick the Destination bank account the money landed in. This is required — the Approve button stays disabled until you've selected one — because the ledger entry needs to know which of your accounts received the funds.

Set the transfer date

The Transfer date defaults to the day the donor submitted the transfer. Change it if you know the money actually arrived on a different date — this becomes the date of the ledger entry, so it should reflect when the funds were received.

(Optional) Re-attribute to the right donor

A website transfer is automatically linked to a guest donor record. If you can see the Donor picker — it appears only if your role can read the donor list — you can re-point the donation to the correct existing donor before you post it. A short hint confirms when you've changed it. Leave it as-is if the donor is already right.

(Recurring pledges only) Confirm how many months it covers

If the transfer is paying off a recurring pledge, the dialog shows the pledge reference and monthly amount, and a Months this transfer covers selector. Choose how many months this one payment settles — approving advances the pledge schedule by that many months.

Approve

Press Approve. WAQAF records the donation as received, posts a balanced entry to the ledger using the bank account and transfer date you chose, and moves the transfer out of the queue. If the donor gave an email address, they're sent a bilingual WAQAF message confirming the transfer was approved.

Approving posts real money and can't be undone with a delete. It writes a balanced entry to the ledger — exactly as if you'd recorded the income by hand. Ledger entries are never deleted, so if you approve one by mistake you fix it with a reversing entry, not by editing or deleting it. Check the receipt and the amount before you press Approve.

You can't post the same transfer twice. Once a transfer is approved it's no longer pending and leaves the queue. If two people open and approve the same one at the same moment, only the first succeeds — the second is told it has already been processed, and no duplicate ledger entry is created.

Put a transfer on hold

Sometimes you can't decide right away — maybe you need to confirm the amount with the bank, or wait for the money to actually clear. Holding moves the transfer out of your active queue without rejecting it.

Open the transfer and choose Needs more review

In the review dialog of a pending transfer, press Needs more review.

Add a reason (optional)

You can type a short reason. This one is shown to the donor in the email WAQAF sends them — for example, "We need to confirm the amount with the bank" — so keep it clear and polite. Then press Move to review.

The transfer moves to the Under review tab and the donor is emailed that their transfer needs a further look.

Bring it back when you're ready

Open the transfer from the Under review tab and press Move back to pending to return it to the main queue, where you can approve or reject it as normal.

Holding is only offered for transfers still in Pending review; a transfer that's already on hold offers Move back to pending instead.

Reject a transfer

If a transfer isn't genuine — the receipt doesn't add up, the money never came, or it's a duplicate — reject it.

Choose Reject in the dialog

Open the transfer and press Reject. A short form appears.

Add a reason (optional) and confirm

You can explain why you're rejecting it. Then press Confirm rejection. The transfer is marked rejected and, if the donor gave an email address, they're notified.

Rejecting touches no money. Nothing is posted to the ledger — rejecting simply closes the request. Use it for transfers that shouldn't become donations at all.

How this fits with reconciliation

There are two ways a bank transfer becomes a posted donation, and they meet in the middle:

This page handles transfers where the donor told you first — they used your website's bank-transfer option and uploaded a receipt. You confirm it against their evidence and approve it.
Reconciliation handles the other direction: you import your bank statement and WAQAF matches its lines against pending donations. See Reconciling bank transfers.

Both end the same way — a balanced entry in the ledger — and both protect you from posting the same money twice. Use whichever fits how the information reached you.

After approval: the receipt

Once you approve a transfer it becomes an ordinary recorded donation. The WAQAF receipt for it — the formal, bilingual document you give the donor — is generated afterwards from the income ledger or the donation's detail view, the same way as for any other donation. See Income receipts.

Amounts throughout are in Omani Rial to three decimals (for example 200.000).