Recording income
Enter a single donation or receipt by hand — choose the channel, amount, and category, attach a reference document, clear the duplicate guard, and save.
This guide covers recording one receipt by hand — cash collected in person, a bank transfer, or a donation relayed over WhatsApp. You'd do this whenever money arrives off your website: card donations made on your public donation pages are captured automatically and never need this form.
There is one income form for every kind of receipt. You code each entry against your category register, and WAQAF works out the rest — the fund it belongs to, any admin fee, and the ledger posting. So whether you are logging a Zakat donation, mosque-project money, or general sadaqah, the steps below are the same.
Who can do this. You need a finance role that grants create — typically the Accountant or Finance Manager (an owner or admin can do it too). If you don't see Record income, your role doesn't allow it; see Members & roles.
Where to find it. Finance → Income → Record income.
Before you start
Have these to hand:
- The amount, in Omani Rial. WAQAF money is OMR to 3 decimals (1 OMR =
1000 baisa), so an amount like
200.000means exactly two hundred rial. - The reference number from the source document — the cash receipt number, the bank slip number, or the WhatsApp transfer reference. This is what makes the entry traceable and what the duplicate guard checks (see below).
- The category the money is for (for example Zakat, a named mosque project, or general sadaqah). The category decides the fund the money lands in and whether an admin fee applies — you never set the fund or the fee by hand.
- The supporting document to attach — a scan or photo of the receipt, the bank slip, or a PDF — if you have one.
Record the income
Open the income form
Go to Finance → Income and choose Record income. The form opens ready for a new single entry.
Choose how the money arrived
At the top of the form, pick the channel that matches the source:
- Bank — a transfer sent to one of your bank accounts.
- Thawani — an online payment taken through Thawani. This is a guided sub-flow (you choose QR or Athar, then import a file or enter it manually) rather than the simple single entry described here.
- Cash — collected in person.
- WhatsApp — a transfer relayed to you over WhatsApp.
- Other — anything else, such as a cheque or an in-kind receipt.
The channel matters because WAQAF derives the verification handling from it — you never pick a status by hand. For Cash and WhatsApp the form records you as the person who received the money, so it adds a short "received by you" note and hides the reference field for cash (a cash receipt has no external number).
Pick the destination account and source
If your organisation has bank accounts set to appear on the income form, choose the Destination account the money landed in. Then, under Member, you can link the receipt to a charity member as its source — pick one from the list, add one inline, or leave it blank. The member's name is saved as the entry's source so it shows in the ledger later.
Enter the amount, category, and date
Fill in:
- Category — pick the leaf the donation funds. This is the only coding you do; the fund and the admin-fee policy follow from it automatically.
- Amount in OMR, to three decimals (the box shows
0.000until you type). - Date — when the money was received. It defaults to today.
Once you choose a category, WAQAF shows a small read-only badge telling you whether an admin fee applies. Zakat and Waqf are fee-exempt, and most sadaqah is too; where a fee does apply you'll see it shown as a deduction. You never type or change this figure yourself.
You won't see a fund balance on this form. Viewing fund and category balances is restricted to roles such as Finance Manager, CEO, and Auditor. As an accountant you can record income without ever seeing the running totals — that's by design, not a missing feature. See Balances & privacy.
Enter the reference number
For every channel except cash, type the reference number from your source document into the Reference field (for example a bank transaction number). WAQAF keeps this alongside its own internal receipt number, and it must be unique within your organisation — see the duplicate guard below.
Attach the reference document
Under the attachment field, upload a scan or photo of the source document — drop a PDF, PNG, or JPEG onto the box or click to choose a file. The attachment is kept private to your organisation and is shown to anyone with finance access on the income's detail view.
Save
Leave Print receipt ticked if you'd like to open the receipt straight after saving, then press Record. WAQAF assigns the next internal receipt number, codes the donation to your category, computes any admin fee, and posts it to the ledger. If you kept the receipt option ticked, the receipt opens so you can print or download it.
The duplicate-reference guard
A reference number identifies a real-world receipt, so the same reference must never be recorded twice. WAQAF enforces this for each organisation: there can be only one income entry per reference.
If you enter a reference that has already been used, Record is hard-blocked — no second entry is created — and the form shows an inline error naming the existing record so you can find it:
- the internal receipt number (
DON-…) it was first recorded under, - the amount,
- the date it was recorded, and
- who recorded it.
This is a deliberate block, not a glitch. If you hit it, the income is almost
certainly already in the system — open the named DON-… record to confirm
before trying again. To record a genuinely different receipt, give it its own
distinct reference number.
The same guard holds even if two people save the same reference at the very same moment: one save succeeds and the other is blocked with the same message. You never end up with two entries for one receipt.
What happens after you save
- The income is coded to your category, which determines its fund and whether an admin fee applies.
- Where a category is fee-bearing, the admin fee is worked out and posted separately, so the donation nets down. Zakat, Waqf, and most sadaqah are exempt.
- The entry is posted to the ledger as a balanced entry. Ledger entries are never deleted — a mistake is corrected with a reversing entry, not a delete, so the audit trail stays intact. See Correcting or reversing income.
See also
Importing income in bulk
Bring in many receipts at once from a spreadsheet instead of one at a time.
The income ledger
Find, filter, and open every income entry your organisation has recorded.
Correcting or reversing income
Fix a mistake the safe way — with a reversing entry, never a delete.
Income receipts
Print or send the bilingual receipt for a recorded donation.