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.

The everyday tasks of Rowanmere Community Trust, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Record a gift and send the thank-you letter

Open the People form and find the giver by name. For someone new, press New and type their name, address and phone, tick what they have agreed to be contacted by, and tick Tax Declaration with its Declaration Date if they have signed one.
Open the Donations form and press New. Type the next receipt number in Number, one on from the last (RCP-2026-0042 after RCP-2026-0041). Choose the giver in Person and the appeal in Campaign (General Fund when they named none), then type the Gift Date, Amount and Method.
Tick Claimable if the giver had a tax declaration on the day of the gift. Tick Regular only for a monthly standing order.
Open the Income form, press New and write the same money in the cash book: Received On, Source Donations, the appeal in Description, the Amount, the Method, and the receipt number in Reference.
Open the print template Donation receipt from Print templates, choose the gift, and press Print or Save as PDF.

2. Send renewal reminders and renew a membership

Each week, run the query Renewals due: memberships ending in the next 30 days that have not been renewed. The report Renewal reminders prints the same list.
Open the print template Renewal reminder from Print templates, choose the memberships in that list, and press Print.
When the fee comes in, open the Memberships form, find the old membership and tick Renewed.
Press New for the new year: choose the Person and Membership Type, set Starts to the day after the old Ends and Ends a year on, type the Amount, Paid On and Method, and the next membership number in Number (MEM-2026-0042).
Write the fee in the Income form with Source Membership and the membership number in Reference.
Open the print template Membership card, choose the new membership, and print the card to post or hand over.

3. Take a booking for an event and print the ticket

Open the Events form and find the event, or press New and type its Name, Event Date, Start Time, Venue, Capacity and Ticket Price. Status stays Planned until it is held.
Open the Event Bookings form and press New. Type the next ticket number in Number (TKT-2026-0042), choose the Event and the Person, and type Booked On, Tickets and Amount Paid.
Write the money in the Income form with Source Events and the ticket number in Reference.
Open the print template Event ticket, choose the booking, and press Print or Save as PDF to e-mail it.
On the night, print the report Event guest list for the door and tick Attended on each booking that came. Afterwards set the event's Status to Held and type its Costs.

4. Make the quarterly tax claim

Run the query Gifts to claim: claimable gifts not yet in a claim, with each giver's house and postcode. Print the report Claim schedule to check them.
Open the Tax Claims form and press New. Type the Reference (TC-007), the last gift date covered in Gifts Up To, today in Submitted On, and the report's total Claim Value in Amount Claimed.
Open the Donations form as a datasheet, and set Tax Claim to the new claim on each gift in the schedule, so they leave Gifts to claim.
Open the print template Tax claim schedule, choose the new claim, and print it or save it as a PDF to keep with the claim.
When the money arrives, type Received On and Amount Received on the claim, and write it in the Income form with Source Tax claims.

5. Keep the volunteer rota and thank volunteers at the year end

Open the Volunteer Shifts form and press New for each turn on the rota: the Person, the Role, the Shift Date, Start Time and Hours.
Run the query Volunteer rota for the next fortnight and pin it on the noticeboard.
After 31 March, run the query Volunteers to see each person's hours. Open the Volunteer Certificates form and press New for each one who gave their time: the Number, Person, Main Role, the year's dates, Shifts, Hours and Roles.
Open the print template Volunteer certificate, choose the certificates, and print them for the annual general meeting. Type Presented On when they are handed over.

6. Report to the trustees each month

Print the report Income by month for the treasurer's report: income by source with each month's total.
Print the report Donations by campaign to show each appeal against its target.
Print the report Membership list for the number of members of each type, and the report Grant reports for reports owed to funders.
Run the query Lapsed members and share it with whoever makes the friendly calls.

7. Apply for a grant and report on it

Open the Funders form and press New for a funder you have not applied to before.
Open the Grants form and press New: choose the Funder, type the Purpose, Applied On and Amount Asked. Status stays Applied.
When the funder decides, type Decided On and set Status to Awarded or Declined; for an award, type Amount Awarded, Paid On when it arrives, Period Ends and Report Due, and write the money in Income with Source Grants.
Run the query Grant reports due each month. When a report is sent, type Report Sent and set Status to Completed.

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