Master data

Master data is the reference information that powers the day-to-day forms — donors, vendors, categories, payment accounts, and numbering series. Every centre has its own master data; there is no NGO-wide sharing, because a “General Donation” at Pune is legitimately separate from “General Donation” at Mumbai.

Donors

Fields we store:

  • Name — legal name of the individual or entity.
  • PAN — stored raw (encrypted) and masked for display.
  • Email, phone, address.
  • 80G eligible? — controls whether a 80G receipt is produced.
  • FCRA source? — flags foreign donations for segregation.

Donors can be created inline from the donation form, or up-front from Master data → Donors.

Vendors

Vendors are payees for expenses. Stored fields:

  • Name, contact, GSTIN (for GST-bearing expenses).
  • Bank details — optional; used by the bank-payment PDF.
  • Default payment mode — pre-fills the expense form.

Categories

Categories classify donations and expenses for the I&E report. They are divided into donation categories and expense categories, each with:

  • A code (short, unique per centre, e.g. ADMIN_RENT).
  • A human-readable name.
  • A sort order that controls the display sequence.
  • An optional FCRA flag (donation categories only) for foreign-contribution segregation.
Keep the category list short. Ten to twenty categories is enough for most centres; more than that and the I&E becomes hard to read.

Payment accounts

Payment accounts are “buckets where money lives”. Typical examples:

  • Cash Box — physical cash kept at the centre.
  • Primary Bank Account — the main current account.
  • UPI Wallet — if you use a payments platform.
  • FCRA Designated Bank Account — for foreign donations (kept strictly separate).

Each donation and expense lists a single payment account. Reports are filterable by payment account, so you can close the cash book separately from the bank book.

Numbering series

Receipts and vouchers use per-fiscal-year, gap-less sequences that you do not manage by hand. Each series has a prefix and a per-FY counter:

  • RCP/pune/2026-27/000001 — donation receipts.
  • VCH/pune/2026-27/000001 — expense vouchers.

The counter is allocated inside the same database transaction as the donation / expense insert, so there are no gaps even under concurrent saves.

Importing master data at go-live

When you provision a new centre Sukrit Nidhi seeds a sensible default set (categories, a cash box, a primary bank account). You then customise them. There is no bulk import UI yet; for migration from an older system, your Platform Admin runs a management command that takes a CSV.