Pledges, Withdrawing a Pledge and the Donor Ledger
Add pledges (Pledge button), see Not paid yet, Partly paid, Paid or Withdrawn status, withdraw unpaid ones, and review the Donor ledger tab.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
Open a campaign (Open button on its card) to see tabs Payments, Pledges, Donor ledger and, for PTA dues campaigns, Students and dues. Select Pledge and fill Donor, optional Phone, Amount pledged (GH₵), Promised by date (not in the past) and Notes, then Save pledge. Pledges cannot be added to closed campaigns.
A pledge status follows payments recorded against it: Not paid yet, Partly paid, Paid, or Withdrawn. The Pledges tab shows Pledged, Paid, Left and the promised date. A pledge amount cannot be lowered below what has already been paid.
Withdraw is available for Not paid yet and Partly paid pledges (confirm Withdraw pledge); a pledge that is paid in full cannot be withdrawn and a withdrawn pledge cannot be changed or paid. Withdrawn pledges are excluded from the outstanding pledged figures.
The Donor ledger tab groups by donor name and shows Given (net of reversals), number of Payments, Pledged amount and Last payment, sorted from largest giver. The campaign header shows "GH₵ X pledged, not yet paid". Creating pledges needs the “add fundraising” permission; withdrawing and editing needs the “edit fundraising” permission.
Before you start
- A campaign that is Open or Not started
- The “add fundraising” permission to add pledges; the “edit fundraising” permission to withdraw
Steps
- Open PTA & Fundraising and select Open on the campaign
- Select Pledge, enter Donor, Amount pledged and optional Promised by date
- Select Save pledge
- When money arrives, use Record payment and pick the pledge under Against a pledge
- To cancel an unpaid promise, open the Pledges tab and select Withdraw, then confirm
- Use the Donor ledger tab to view totals per donor
Common problems
Error "A pledge that has been paid in full cannot be withdrawn"
Paid pledges are settled. If a payment was wrong, reverse it first, which returns the pledge to a partly paid or not paid status.
Cannot lower a pledge amount
The new amount is less than what has already been paid against it. Use an amount at or above the paid total.
Pledge button is missing
The campaign is closed, or you lack the “add fundraising” permission.
A donor appears twice in the ledger
The ledger groups by the exact donor name typed. Use consistent spelling when recording future payments.