The income ledger

Browse, search, filter and sort every income record, open a row's full detail, export to a spreadsheet, and print its receipt.

The income ledger is the running list of every income record your organisation has captured — each donation, transfer, cash receipt or gateway settlement, in one place. You'll come here to find a particular receipt, check what came in over a date range, review a colleague's entries, pull the numbers into a spreadsheet, or reprint a donor's receipt. It's the day-to-day home of your income, and most finance work starts from this screen.

Who can do this. You need a finance role that grants read — the Accountant, Finance Manager, Auditor and CEO all have it. Reading the ledger does not reveal balances or sensitive figures by itself. Exporting to a spreadsheet needs the export permission, which the Accountant, Finance Manager, Auditor and CEO hold. Recording new income (the Record income, Bulk record and Import from file buttons) needs create — typically the Accountant or Finance Manager. If you don't see a button, your role doesn't allow it; see Roles & permissions reference.

Where to find it. Finance → Income.

What the ledger shows

Each row is one income record. The table shows a sensible default set of columns — Reference, Source, Channel, Amount, Status, Date and Recorded by — and you can add or remove columns to suit you (see Choosing your columns below).

A few columns are worth knowing:

Reference — the record's unique identifier (the DON-… number, or a receipt number you entered). No two records share one.
Amount — the figure in Omani Rials to three decimals, for example 200.000. One Rial is 1,000 baisa, so the third decimal is meaningful: 0.500 is half a Rial.
Channel — how the money arrived: Bank, Thawani, Cash or WhatsApp.
Status — the verification state of the record, shown as a coloured badge (for example Posted, Verified, Verifying or New).
Recorded by — the colleague who captured the entry, which is part of the record's audit trail.

The income ledger with its default columns — Reference, Source, Channel, Amount, Status, Date and Recorded by — above the filter bar.Screenshot to be added

The ledger shows rows a page at a time, newest first by creation date. Use the controls at the foot of the table to move between pages and to change how many rows each page shows. The total number of matching records is shown there too, so you always know how many your current filters have found.

Searching and filtering

The filter bar sits just above the table. Narrowing the list down is the quickest way to find a particular record or to focus on a slice of your income.

Search by text

Type into the Search box at the top of the filter bar (it reads "Search reference, source, donor…"). The list updates as you type — there's a brief pause while it settles — and matches across the reference, the source and the donor name.

Filter by date

Use the Date picker to set a from-and-to range. Only records dated within that range remain. Leave it blank to see every date.

Filter by category, bank account or channel

Pick a Category (and then a Sub-category, which appears once a category is chosen), a Bank account, or a Channel to keep only the matching records. Each is a simple dropdown with an All option to clear it.

Filter by member or donor

The Member filter narrows to income attributed to a particular member of your organisation (the person it came in through). If your role includes donor access, a Donor filter also appears, letting you focus on one donor's giving. Both are searchable — start typing a name to find the right one.

When any filter is active, a small line appears under the bar telling you how many filters are on, with a Clear filters link to reset them all at once. The donor list shows the first 1,000 donors by default — if yours has more, use the donor filter's own search box to find the rest.

The filter bar with the search box, date range, category and channel dropdowns, and the active-filter count with its Clear filters link.Screenshot to be added

Sorting

Above the table, on the trailing side, is a Sort by control. Choose a field — Creation date, Date, Amount, Reference, Status, Channel or Donor — and use the arrow button beside it to flip between Ascending and Descending. The default is newest first by creation date.

Choosing which columns to show

In the filter bar there's a Columns picker. Tick the columns you want to see and untick the ones you don't — beyond the defaults you can add Net, Admin fee, Currency, Category, Shariah class, Bank account and more. Your choice is remembered for you the next time you open the ledger, and it also decides which columns appear in a CSV export (see below). At least one column always stays on.

Opening a record's detail

Click any row to open its detail panel, which slides in from the side. It gives you the full picture of a single record:

A Summary — the recorded date, who recorded it, the source, the amount, the channel and the reference.
The Allocations — how the amount was split across categories.
A link to the reference document (the bank slip, screenshot or PDF) if one was attached when the income was recorded.

Income records are immutable — there is no edit button on the detail panel, by design. The recorded date and the Recorded by name are your audit trail. If something was captured incorrectly, you don't delete or edit it; you fix it with a reversing entry. See Correcting or reversing income.

The income detail panel showing the Summary fields, the category Allocations, and the attached reference document link.Screenshot to be added

Printing a receipt

From the detail panel you can produce the donor's receipt on your organisation's letterhead.

Open the record

Click the row in the ledger, or use the Receipt button at the end of the row, to open the detail panel.

Choose the copy

At the foot of the panel, pick Internal or External. The Internal copy includes sensitive detail such as the admin fee, the net figure and the recorder's name; the External copy is the version you give to the donor. Staff printing defaults to the Internal copy.

Print or download

Use Print receipt to open the print dialog, or Download PDF to save a PDF copy. Both render on your letterhead, in whichever language the dashboard is set to.

This prints one receipt at a time. To produce many receipts at once — for example after recording a batch of donations — use the combined or per-row receipt buttons on the Bulk record screen instead. See Income receipts for the full picture of receipts, copies and letterhead.

Exporting to a spreadsheet

If your role includes the export permission, an Export CSV button sits in the toolbar above the filter bar. The file contains exactly the columns you've chosen to show, in the same order, so set up your columns first.

Set your filters and columns

Filter the ledger down to what you want to export, and tick the columns you need in the Columns picker. The export reflects both.

Click Export CSV and choose the scope:

Current page — just the rows on screen now.
First N pages — type a number of pages and export that many from the start of the list.
All pages — every record matching your filters (the count is shown next to it).

Save the file

The CSV downloads to your computer. Open it in your spreadsheet program as usual.

Very large exports are capped for safety. If your selection exceeds the limit, WAQAF exports the first batch and warns you to refine your filters to fetch the rest. If you need the complete dataset, narrow by date or category and export in slices.