Donations and donors need the Advanced finance level. SunRuby files nothing and gives no tax advice. Every receipt and pack is "For CA review".
Donors
Open Books > Donors. Add a donor with name (and the name in Marathi if you want it on the receipt), contact and PAN. The PAN is stored hidden. The list and edit page show only the last four characters. A PAN of the wrong shape is refused. A donor marked foreign cannot receive a donation, because foreign contributions need separate permission (FCRA).
Issue a donation receipt
- Open Books > Donations. A strip shows the donor approval your trust holds (for example the section number and the number), marked "verify".
- Press New donation. Choose the donor, Mode, Amount and direction.
- The note under the form says what the receipt carries. For cash above the limit it carries no data for the donor's deduction. Change to net banking and the note changes. A cash donation to a bank head, or a bank mode to the cash head, is refused.
- Choose where it goes: - General. Credited to Donations income. - Corpus. Credited straight to the trust corpus fund, never to income. - Earmarked. Choose a fund such as Scholarship. Credited to Donations income tagged with that fund.
- Save and press Send for approval. Another person presses Approve and issue. The receipt gets the next number, like DON/26-27/00007, and a voucher is posted.
Cancel a receipt
On an issued receipt press the cancel button and give a reason. It says "Cancellation waiting for approval". Another person approves. The receipt is marked Cancelled, a reversal voucher is made, and the number is never used again. A cancelled or draft receipt prints with a watermark.
Print a receipt in English, Marathi or Hindi. It shows the amount in words, the donor's name in Marathi if entered, the PAN as XXXXXX1234 only, and the donor approval line "(for the accountant to verify)".
Donor statement
Donors > Statement lists the issued receipts of the year for one donor, with the total and the corpus part. Cancelled receipts are not listed. You can print it.
Common questions
Why can I not add a donation?
The finance level is below Advanced, there is no financial year, or your role cannot create donations. See Why I cannot add a grant, budget or donation.
Can I include full PAN numbers?
Only in the Form 113 pack, and only for someone allowed, by ticking an option. See Year end and packs for the CA.