Record a Payment or Donation and Print the Receipt
Use Record on an open campaign to enter donor, amount, method and date, optionally against a pledge or student; receipts are numbered RC-XXXXXXXX and can be downloaded as PDF.
For School administrators, Accountants. Updated 2026-10-09.
Overview
On an Open campaign card select Record (or Record payment in the campaign drawer).
Fields: Against a pledge (optional), Student (for dues; search by name or ID), Received from (donor name, at least 2 characters), Amount (GH₵, must be greater than zero), Payment method (Cash, Mobile money, Bank transfer, Cheque), Date received and Reference (slip or MoMo number). The date cannot be in the future: "The date received cannot be in the future.
Record it once it has been received." Choosing a pledge fills the donor and the balance left; a payment against a pledge cannot exceed what is still pledged ("That is more than the GHS X still pledged" or "This pledge has already been paid in full").
When the campaign is PTA dues, selecting a student lists "owes GH₵ X" or "paid" next to each name and posts the payment to that student.
Saving creates a receipt number of the form RC- plus the first 8 characters of the payment id, and the payment appears once in Transaction History (under the account head "PTA and fundraising") and in the general ledger when accounting is enabled: debit cash (or the mobile money account) and credit Donations income.
On the Payments tab each row has a Receipt button that downloads a PDF with the school details, donor, student, amount, method, pledge balance and receipt number. Recording needs the “add fundraising” permission; the receipt needs the “view fundraising” permission.
Before you start
- An Open campaign
- The “add fundraising” permission permission
- For dues, the student must be an active student
Steps
- Open PTA & Fundraising and select Record on an Open campaign
- Optionally pick the pledge being paid or the student the dues are for
- Enter Received from and Amount (GH₵)
- Choose the Payment method, Date received and Reference
- Select Record payment
- Open the campaign, go to the Payments tab and select Receipt to download the PDF
Common problems
Error "Activate this campaign before recording money."
The campaign is Not started. Edit it and set Status to Open.
Error that the amount is more than the pledge left
The payment exceeds the outstanding pledge balance. Record the balance only, or leave the pledge unselected and record a separate donation.
The student field says "owes" or "paid" but I need to correct a payment
Payments are never edited or deleted. Reverse the wrong payment with a reason, then record the correct one.
Receipt will not download
The receipt works for original payments only (not reversal lines). Check you have the “view fundraising” permission and try again.