Viewing balances

A balance answers the question "how much do we hold right now, and what is it allowed to be spent on?" WAQAF keeps a running balance for every category, every fund class (Zakat, Waqf, Sadaqah, Restricted, General) and every bank account. You'd come to the Balance page at the end of a month or quarter, before approving a payment, or any time someone asks where the organisation's money stands.

Balances are sensitive, so the figures are role-gated: some staff see the numbers, others are told only whether a fund has enough for a given spend. This page explains where to find balances, how the period controls work, and exactly who sees what.

Where to find it

Open Finance → Balance from the dashboard. The page opens on a period control across the top and three tabs below it: Admin fees, Category balance and Accounts.

Balances are worked out, never typed in

This is the most important thing to know before you read a number. WAQAF never stores a balance as a figure that someone keyed in. Every balance is derived live from the posted ledger:

A balance is the sum of every posted entry's credits minus debits for that category, fund or account.

A few things follow from that, and they explain what you'll see on screen:

• Only posted money counts. A donation moves a balance once it has been verified and posted to the ledger. A receipt still awaiting verification, or a bank line not yet matched, is not in the balance yet.
• Corrections never silently rewrite a balance. The ledger is never edited or deleted — a mistake is fixed by posting a matching reversing entry. So a balance can move because of a correction, and the history shows exactly why.
• The closing figure always reconciles. For any period, closing = opening + income − expenses. The table shows all four columns so the arithmetic is visible.

Choosing the period

The control at the top of the page sets the window every tab is calculated over. It opens on the current Year.

Reading the Category balance tab

The Category balance tab lists every category that had activity, grouped under its fund class (Zakat, Waqf, Sadaqah, Restricted, General). Each row carries four figures:

Categories roll up into a subtotal per parent, each fund class is grouped together, and a Grand total row sits at the foot. Always read the closing figure alongside its fund class — two categories with the same balance can have very different spending rules.

Reading the Accounts tab

The Accounts tab shows each bank account's book balance — what the ledger says the account holds — built the same way: opening, income in, expenses out, book balance. On the All-time view it also shows the last reconciled Actual balance and the Variance between book and actual, so you can see at a glance where the books and the bank statement have drifted apart.

Who sees the figures

Balance figures are gated, and the gate works the same on every tab.

• By default, only the Finance Manager and the CEO see balance numbers (along with the organisation Owner and Admin, who always do).
• Accountants and Auditors can open the Balance page but see the figures redacted — the Category tab shows a short "you don't have permission" note, and the Accounts tab shows Hidden in place of each amount.
• This default is configurable per organisation. In Finance → Settings → Balance privacy, a Finance Manager or CEO can choose exactly which finance roles may see category & fund balances and bank-account balances — the two are set independently. Switching a role on grants it; switching it off removes it, overriding the default in both directions.

Accountants: "enough" without the number

An Accountant who can't see figures is not left guessing when spending. When you raise a payment voucher and pick a category, WAQAF checks the category's available balance and tells you whether it is sufficient or insufficient for the amount — a plain yes/no verdict, with no figure attached. The check runs on the server, so it is accurate even though the number itself stays hidden from you. (Finance Managers and the CEO see the same check with the available figure.)

See also