Rowanmere Community Trust

Members, supporters, gifts, tax claims, events, volunteers and grants for a small community charity or club.

Download 206 KB16 tables, 20 queries, 9 reports, 6 print templates and 9,909 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Memberships.Person points at People
Memberships.Membership Type points at Membership Types
Donations.Person points at People
Donations.Campaign points at Campaigns
Donations.Tax Claim points at Tax Claims
Event Bookings.Event points at Events
Event Bookings.Person points at People
Volunteer Shifts.Person points at People
Volunteer Shifts.Role points at Volunteer Roles
Volunteer Certificates.Person points at People
Volunteer Certificates.Main Role points at Volunteer Roles
Grants.Funder points at Funders

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (37 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The reference the tax office gives the trust for its tax claims on gifts, printed on nothing but kept here with the rest. The sample has a placeholder.
Company Number	Short text	The charity's registered number, printed at the foot of every letter, as a charity must. The sample has a placeholder of zeros.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The rate of VAT the trust charges: nought, as a small charity that is not registered for VAT. Change it if yours is.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

People

One record per person the trust knows: members, donors, event guests and volunteers are all here, once each. What someone is to the trust comes from their other records (a membership, a gift, a shift). (871 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	The given name, used on letters and lists.
Last Name	Short text, required	The family name; lists are sorted by it.
Address	Short text	House number and street, for letters and for a tax claim, which needs the house and postcode of each giver.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country, United Kingdom unless you enter another.
Phone	Short text	A phone number, used for the volunteer rota and event changes.
E-mail	Short text	An e-mail address, left empty for people who have none.
Joined	Date	The day the person first came onto the records, by joining, giving or booking.
Contact by Post	Yes/No	Yes when the person has agreed to letters and the newsletter by post. The mailing list uses it.
Contact by E-mail	Yes/No	Yes when the person has agreed to e-mail from the trust.
Contact by Phone	Yes/No	Yes when the person has agreed to be phoned.
Tax Declaration	Yes/No	Yes when the person has declared that they pay enough tax for the trust to claim tax back on their gifts (in the UK, a Gift Aid declaration). Many countries have a scheme like it; where yours has none, ignore it.
Declaration Date	Date	The day the declaration was made. Gifts from that day on are claimable.
Notes	Long text	Anything worth remembering, such as a gift made in memory of someone or a request for large print.

Membership Types

The kinds of membership on offer and what each costs. Enter these first. (5 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The name of the membership, such as Adult or Family.
Fee	Currency	What the membership costs now. A renewal is charged at this fee.
Months	Whole number	How long it lasts, usually 12. Nought means it never ends, as for a life membership.
Description	Short text	Who the membership is for.

Memberships

One record for each year of membership paid. A renewal is a new record starting the day after the last one ends, so a member's history stays. (501 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The membership number, printed on the card and quoted when paying: MEM-2026-0042. Given in the order fees are paid, a new run each year, and used once.
Person	Points at People, required	The member.
Membership Type	Points at Membership Types, required	The kind of membership.
Starts	Date	The first day of the membership.
Ends	Date	The last day of the membership; empty for a life membership.
Amount	Currency	What was paid for it.
Paid On	Date	The day the fee was paid.
Method	Short text	How it was paid: standing order, card, cash or bank transfer.
Renewed	Yes/No	Yes once a later membership has been taken out, so this one no longer shows as due or lapsed.

Campaigns

Appeals for a stated purpose, each with a target, and the General Fund for gifts given to no appeal in particular. Every gift belongs to one. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The name of the appeal or fund.
Opens	Date	The day the appeal started.
Closes	Date	The day it ended or ends; empty for a fund that stays open.
Target	Currency	How much the appeal set out to raise; empty for the General Fund.
Description	Short text	What the money is for.

Tax Claims

Each claim made to the tax office for tax back on gifts, made each quarter. The gifts in a claim point at it. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Reference	Short text, unique	The trust's own reference for the claim, such as TC-004.
Gifts Up To	Date	The last gift date the claim covers.
Submitted On	Date	The day the claim was sent.
Amount Claimed	Currency	The total claimed: a quarter of the gifts in it, the rate the UK scheme pays.
Received On	Date	The day the money arrived; empty while it is awaited.
Amount Received	Currency	What was paid.

Donations

One record per gift, whether one-off or a monthly standing order. (1,693 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The receipt number, printed on the thank-you letter: RCP-2026-0042. Given in the order gifts arrive, a new run each year, and used once.
Person	Points at People, required	Who gave it.
Campaign	Points at Campaigns, required	The appeal or fund it was given to.
Gift Date	Date	The day it was received.
Amount	Currency	How much was given.
Method	Short text	How: standing order, card, online, cash, cheque or bank transfer.
Regular	Yes/No	Yes for a gift that comes every month.
Claimable	Yes/No	Yes when the giver had a tax declaration in place on the day of the gift.
Tax Claim	Points at Tax Claims	The claim the gift went into; empty until it is claimed.

Events

Everything the trust holds: quiz nights, ceilidhs, coffee mornings, talks, the summer fair and the AGM, past and planned. (68 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	What the event is.
Event Date	Date	The day it is held.
Start Time	Short text	When it starts, as 19:30.
Venue	Short text	Where it is held.
Capacity	Whole number	How many people the venue takes.
Ticket Price	Currency	The price of one ticket; nought for a free event.
Costs	Currency	What the event cost to put on: hall hire, a band, food.
Status	Short text	Planned, Held or Cancelled.

Event Bookings

One record per booking: a person and the tickets they took for one event. (1,563 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The ticket number, printed on the ticket and checked at the door: TKT-2026-0042. Given in the order bookings are taken, a new run each year.
Event	Points at Events, required	The event booked.
Person	Points at People, required	Who booked.
Booked On	Date	The day the booking was made and paid.
Tickets	Whole number	How many tickets.
Amount Paid	Currency	What was paid for them; nought once a booking is cancelled and refunded.
Cancelled	Yes/No	Yes when the booking was cancelled, or the event was.
Attended	Yes/No	Yes when the party came on the day, ticked at the door.

Volunteer Roles

The jobs volunteers do, with a value per hour so their time can be counted in money for funders and annual reports. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The role.
Usual Day	Short text	The day of the week the role usually runs.
Hour Value	Currency	What an hour of the role is worth if it were paid for, at a rate you choose.
Description	Short text	What the role involves.

Volunteer Shifts

One record for each turn a volunteer does, past and on the rota ahead. (1,624 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Person	Points at People, required	The volunteer.
Role	Points at Volunteer Roles, required	The role done.
Shift Date	Date	The day of the shift.
Start Time	Short text	When it starts.
Hours	Number	How long it lasts, in hours.

Volunteer Certificates

One record for each volunteer thanked with a certificate for a volunteer year, which runs to 31 March as the accounts do. Made once a year from Volunteer Shifts, for everyone who gave six hours or more, and handed out at the annual general meeting. (25 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The certificate's number: VC-2026-0007, a new run each year.
Person	Points at People, required	The volunteer.
Main Role	Points at Volunteer Roles	The role they gave most hours to.
Year Starting	Date	The first day of the volunteer year, 1 April.
Year Ending	Date	The last day of the volunteer year, 31 March.
Shifts	Whole number	How many shifts they did in the year.
Hours	Number	The hours they gave in the year, added up from their shifts.
Roles	Short text	Every role they did in the year, the most hours first.
Presented On	Date	The day the certificate was handed over; empty until the AGM.

Funders

The trusts, foundations and councils the trust applies to for grants. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The funder.
Kind	Short text	Charitable trust, community foundation, council or other.
Contact Name	Short text	The grants officer the trust deals with.
E-mail	Short text	Their e-mail address.
Phone	Short text	Their phone number.

Grants

Each application for a grant, from the day it was sent to the report the funder wants at the end. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Funder	Points at Funders, required	Who the application went to.
Purpose	Short text	What the money is for.
Applied On	Date	The day it was sent.
Amount Asked	Currency	How much was asked for.
Status	Short text	Applied (waiting for a decision), Awarded, Declined, or Completed once the report is sent.
Decided On	Date	The day the funder said yes or no.
Amount Awarded	Currency	How much was given; empty when declined.
Paid On	Date	The day the money arrived.
Period Ends	Date	The day the funded work should be finished.
Report Due	Date	The day the funder wants a report on how the money was spent.
Report Sent	Date	The day the report went; empty while it is still to write.

Income

The cash book: one line for every payment received, whatever it was for, as the treasurer banks it. Fees, gifts, tickets, grants, tax claims and collections are all here, so income can be counted in one place. (3,487 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Received On	Date	The day the money came in.
Source	Short text	What kind of income: Membership, Donations, Events, Collections, Grants or Tax claims.
Description	Short text	What it was for, such as the appeal or event.
Amount	Currency	How much.
Method	Short text	How it was paid.
Reference	Short text	The record it came from, so it can be traced: a receipt, membership or ticket number, a tax claim's reference, or the event or funder.

Next: Queries, forms, reports and print templates