Frequently asked questions

These are the questions WAQAF staff ask most often. Each answer is deliberately short and points you to the article that covers it in full. If your question is not here, try the Glossary for a term you do not recognise, or Troubleshooting when something is not behaving as you expect.

Access and visibility

Why can't I see a button or a whole section?

Because your role does not grant it. WAQAF is permission-gated throughout: the sidebar hides entire sections your role cannot reach, and individual actions (record income, approve an expense, view a balance) appear only for the roles that allow them. A "missing" button is almost always expected, not a fault.

Roles are also combinable — you can do anything that any of your assigned roles allows. If you genuinely need access you do not have, ask your Owner or Org Admin to add the right role; they cannot be talked into it by the software, the server simply will not let the action through without it. See Why can't I see this? and the Roles reference.

How do I add a teammate?

You don't create accounts for people — you invite them by email, and you choose their role(s) at the same time. Only an Owner or Org Admin can send invitations. The person clicks the link in the invitation email, sets a password, and lands in your organisation with exactly the access you granted. See Inviting members.

Are fund and category balances hidden from me?

They may well be. Seeing the actual figure of a fund or category balance is restricted — typically to the Finance Manager, the CEO, and the Auditor. An Accountant can still do their job without it: when you are about to record a spend, WAQAF tells you only whether there is enough or not enough for that amount, never the underlying number. This is by design, so junior finance staff can work safely without seeing the organisation's full position. See Who can see balances.

Fixing mistakes

I entered a donation wrong — how do I correct it?

You do not edit or delete it. Ledger entries are permanent — every receipt posts a balanced journal entry that stays in the books for the audit trail. A mistake is fixed with a reversing entry: WAQAF cancels the wrong figure with an equal-and-opposite entry, then you record the correct one. The original and its reversal both remain visible, so the history is honest. For donations that fulfil a recurring pledge there are dedicated correct amount and unmatch actions that do exactly this in one step (a finance role with approve — the Finance Manager or CEO). See Correcting income.

Can I delete a ledger entry?

No — and that is deliberate. Nothing in the ledger is ever deleted, because the books must show what really happened, including the corrections. Instead of a delete, WAQAF posts a reversing entry that nets the mistake back to zero. See How the ledger works.

Why was my income blocked as a duplicate?

Because the reference number you typed has already been used for another income in your organisation, and a reference identifies one real-world receipt — so it can be recorded only once. The save is hard-blocked (no second row is created) and the message names the existing record: its internal receipt number (DON-YYYY-NNNN), the amount, the date, and who recorded it.

Open that record first to confirm the money is already in the system. If you are recording a genuinely different receipt, give it its own distinct reference number. The same guard catches two people saving the same reference at the very same moment — one succeeds, the other is blocked. See Record income.

Expenses and approvals

How do I approve an expense by email?

If you are a designated signatory (the Finance Manager or the CEO) and you have switched the email approval channel on in your signatory settings, WAQAF emails you a secure link whenever an expense reaches your step. Open it, review the voucher summary (reference, payee, amount), sign — by drawing or uploading a signature, or letting your stored signature fill in — and confirm. The link is single-use and valid for 7 days, and approving this way never pays the expense; it only advances it to the next step. See Approving by email.

An expense I approved still isn't paid — why?

Approval and payment are separate steps. After the CEO's final sign-off the expense is marked approved and ready, but the actual disbursement is a distinct action. Until that last step happens, an approved expense simply waits. See The expense approval chain.

Documents and your website

How do I print a receipt in Arabic?

Every finance document — the donation receipt, the payment voucher, and the finance report — has a per-print Arabic / English toggle. It defaults to the language you are using the app in, so you only flip it when you need the other language. The toggle changes the labels and the text direction together, and shows fund names in the chosen language. For the names of your signatories to appear correctly in Arabic, add an Arabic spelling of their names first. See Printing receipts & vouchers.

How do I show our bank accounts on our public site?

Add them in your site's Contact content. There is a Bank accounts section where you add each account with a name (in both Arabic and English), the account number, and the currency; they then appear on your public site for donors who prefer to transfer directly. Editing site content needs a site role such as Site Editor or Site Manager. See Editing your contact page.

Still stuck?

If your question is not answered here, the Troubleshooting article walks through the most common "it's not working" situations, and the Glossary explains any term that is unfamiliar. When you still need a person, see Getting help.

See also