PTA and Fundraising Access and How It Reaches the Books
Admins and Accountants record and manage; Directors view only; payments post to Transaction History and the chart of accounts as Donations income.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
The PTA & Fundraising page is shown to Admins, Accountants and Directors who have the “view fundraising” permission. Create (campaigns, pledges, payments) needs the “add fundraising” permission; edit, withdraw pledge and reverse payment need the “edit fundraising” permission. Directors are read-only.
Each recorded payment creates a Transaction History income entry under the account head "PTA and fundraising" (account "School Account") and, when general ledger accounting is on, a journal debiting cash (1000) or mobile money (1010) and crediting Donations income (4120). Reversals post matching expense and journal entries so the books net to zero.
Create, update, pledge, payment and reversal actions are written to the audit log. Money is always in GH₵. Teachers, parents and students cannot see this module.
Steps
- If someone cannot see PTA & Fundraising, check they are an Admin, Accountant or Director with the “view fundraising” permission
- To trace a payment, open Transaction History and search the receipt number (RC-...)
Common problems
Accountant sees the page but not the New campaign button
Check the “add fundraising” permission is granted to that account. By default Accountants have it.
Where does PTA money appear in the accounts?
In Transaction History as income under PTA and fundraising, and in the general ledger under Donations income when accounting is enabled. Payment methods Cash, Bank and Cheque use the cash account; Mobile money uses the mobile money account.
Director wants to record a payment
Directors have view-only access. Ask an Admin or Accountant.