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How to Check Income
Finding the Summary of Donations/Sales
When you are logged in, go to:
Charities Home -> Income

You can select any period for which you want to report your income.

There are two types of report. See the section following the types below headed "How to interpret the figures", for information on the implications of the donors/buyers' choice of method of payment.

Donations/Sales by Event
This section lists income by event.

To see how the income is made up, click the "Income" arrow. This will list donations/sales in date order.

To update the event's details that donors/buyers see, click the "Update" arrow.


Donations/Sales by Payment Type
This section lists income by method of payment selected by the donor.

"Paid" is the total of donations made made by credit card which were successful, plus the total of donations made by bank transfer or cheque which you have identified as having been paid (see the section "How to mark a pledge as paid" where appropriate).

"Unpaid" is the total of donations made by bank transfer or cheque which you have not identified as having been paid (see the section below "How to mark a pledge as paid" where appropriate).

"Failed" is the total of donations made by credit card which did not succeed, or which you have removed (see the section below "How to remove a donation" where appropriate).

To see a list of the donations that make up the total, click the "Details" arrow.



How to interpret the figures
Before the points in this section will make sense, you will need to understand the points made in the sections above "Donations/Sales by Event" and "Donations/Sales by Payment Type".

(a) Listed Donations
You can see a list of individual donations. These are pledges, or promises, to donate or to buy. If the pledge is paid by credit card, our system handles the payment, so we know when a successful payment has been made. At that point, the "pledge" has become a "Sale" or "Donation".

Where the pledge is paid by cheque or bank transfer, our system does not know if/when the payment is made unless you update our system with receipts (see section below "How to mark a pledge as paid" if appropriate).

So the pledge is listed as "?", meaning we do not know whether it has been paid.

When issuing tickets, buyers want to download the ticket immediately - and the point of the PureCharity ticketing system is to minimise a charity's admin. If that is not the objective, the PureCharity sales facility is probably not for you. If it is, note that buyers can download their tickets immediately they put through a pledge, meaning you do not have to issue your own tickets. This is fine where the donor subsequently makes a payment. But is not fine where the donor does not.

So we add a qualification on tickets downloaded where the purchase was anything other than a successful credit card purchase. We label it clearly as being "valid only when payment is made". For this reason, most charities download a report of all tickets issued prior to the event, and tick off which payments have been made and which are outstanding. They can then check the tickets off against the list at the entrance.

Of course, some charities take the view that the likelihood of people trying to come in without paying are so slim, that the administrative costs and inconvenience of checking off tickets against payments is not worth the benefits.


(b) Duplicated Donations
One really frustrating aspect for charities of keeping things simple for donors, is that pledges can be duplicated. There are two ways donors/buyers can duplicate a pledge. A donor can repeat their pledge (eg. entering it twice, or clicking the "refresh" button on their browser). Or they can select to pay by one method, then change their mind afterwards and select to pay by another method.

Where a pledge is duplicated, you have the option to remove the duplicated pledge as explained below.


How to mark a pledge as paid
Go to "Charities Home" -> Income -> Enter receipts

You can choose which pledge dates to work on.

Find the pledge. Enter the date and amount of payment. You can optionally include your own reference for convenience. When you have entered all the receipts for the day/week/month, click the "Batch Post" button to post the details.

If you see a pledge that you know is not going to be received, you can tick the "remove if unpaid" box. Be warned, that removes the pledge from the system. It can not be restored if you subsequently get paid.



How to remove a donation
Where a pledge is duplicated, or where you know that it is not going to be paid, you can remove it as follows:

Go to "Charities Home" -> Income -> Enter receipts

You can choose which pledge dates to work on.

Find the pledge. Tick the "Remove if Unpaid" box for each item you want to remove. Then click the "Batch Post" button to post the details.

Be warned, that removes the pledge from the system. It can not be restored if you subsequently get paid.

Pure Charity, PO Box 2382, Slough PDO, SL1 8WD  |  Tel : 01628 660665  |  EMail : info@purecharity.org.uk