Contractors and working roles - a conflict? (Anonymous post 🤫)
Ocean King
Recruitment & HR
How should a waived supplier fee be recorded as a donation? (Anonymous post 🤫)
Ocean King Staff Senior Community Executive at CharityConnect Posted 3 months ago
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This question is from a member of our community that wishes to remain anonymous:
A charity supplier has very kindly waived their fee, and they want to offer the amount back to the charity instead. The fee had been agreed some time ago, when the time came for their invoice they told us they would prefer not getting paid, so they didn’t send an invoice.
Their desire to ‘give back’ is heart-warming and the charity would like to record this amount as donation so that it shows in the accounts (alongside a note in the narrative) and demonstrates the support from said supplier. They could also be classified as beneficiary of the charity, but in this case they were contracted for work – therefore a ‘supplier’.
What is the most appropriate way to do this?
The charity uses QuickBooks. The first thought was to record the initially agreed fee as a bill, issue a credit note against that bill, and then create a separate entry for the same amount logging it as donation. I am not certain one will link to the other to reflect the supplier’s donation (besides QB doesn’t allow having the same name for a Customer and a Vendor).
Does the charity need to have an explicit policy on accepting this type of donations?
Many thanks in advance for any feedback.
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