Waqf properties

The register of waqf land and buildings, with shop rents and leases: dues and rent paid ahead, part payments, rent changes, deposits and tenant reminders.

The Waqf properties section is the register of everything the waqf holds: the masjid building itself, the madrasa, the qabristan, shops, houses, fields and vacant land. For the assets that earn, it also keeps the tenancies, so the committee always knows who holds what, on what terms, and who is behind on rent.

The register

Every property gets one entry with the deed facts: kind, waqf type, survey number, extent, waqif, deed number and purpose. Only the name and kind are required. Fill the rest in as far as the records go, and export the whole register as a PDF or spreadsheet whenever the Board or the general body asks for it.

Rent and leases

Mark a property as earning income and it gains two more things: units, for a building let out in parts (Shop 1, Shop 2, the first floor hall), and tenancies, one per agreement. A tenancy records the tenant, the amount, and whether it falls due monthly, yearly, or once as a lump-sum lease premium.

Collecting rent is one tap on the tenancy. The entry lands in the books as an ordinary payment, into the property's fund, and the tenant can be handed a numbered receipt in the same step. The section keeps each tenancy's position in money and in months, side by side: what is due, as months and any part month, or what has been paid ahead and the month it reaches. The properties page opens with the largest dues at the top, and exports them as a list for the committee. A cashier can record rent and hand over receipts too; the register itself, and the agreements, stay with the administrator and the treasurer.

Getting started

Open Properties and add each waqf asset, with as much of the deed detail as you have.
On a property that earns, tick earns rent or lease income, and add its units if it is let out in parts.
Add a tenancy for each agreement: tenant, amount and start date.
If a tenancy was running before you started, tick This tenancy was running before, pick the month to count rent from, and enter the dues the old register shows at that month.
Each time rent is received, tap Collect rent on the tenancy, and hand over the receipt.
When a tenant leaves, end the tenancy; its history stays.

Moving from a paper or Excel register

Start each tenancy from a month of your choice, usually the month you begin using the register, with the dues or credit the old register shows at that month. Rent before that month is not counted again, and rent cannot be recorded against those months: what was owed then is already in the dues carried in. To record rent toward those dues, choose Dues carried in under Paying for when you collect rent. There are three ways to do it:

Starting balances on the Properties page puts every active tenancy on one sheet, with the totals at the foot to check against the old register. It also prints a blank sheet to fill in by hand first.
Import tenancies under Import and export reads a spreadsheet, one tenancy per row, and adds the properties and rooms it names.
For a single tenancy, the dues can be given when it is added, as an amount or as the last month paid.

The fields explained

Name: What the committee calls the property, e.g. Angadi shop complex.
Kind: What it physically is: the masjid building, a madrasa, the qabristan, shops, a house, agricultural land, vacant land and so on.
Waqf type: As the deed names it: charitable (khayri), family (ahli) or mixed (mushtarak). Most mahallu assets are charitable.
Survey no and extent: The land record details, as far as the paperwork goes. The extent is free text, so "42.5 cents" or "1200 sq ft" both work.
Waqif: The person who dedicated the property to the waqf.
Deed no and Board record no: The waqf deed number, and the Waqf Board file or serial number for this asset if the Board holds one.
Purpose: What the deed dedicates the property for.
Status: Active is the normal state. Encroached, under dispute and no longer held show as a badge on the list.
Earns rent or lease income: Turns on units and tenancies for this property, so you can track who holds it and collect what they owe.
Rent goes to: The fund this property's rent lands in. Left on the default, rent goes to a "Property rent" fund that is created the first time it is needed.

Common questions

Where does collected rent show up?

Everywhere ordinary income shows: the fund it lands in, the cash book, the reports, and the receipt the tenant walks away with. The property page keeps its own rent history per tenancy. Rent is recorded as a normal payment linked to its tenancy, so it is counted only once.

A tenant paid only part of the month. What do I record?

Record the amount actually received. Money always settles the oldest dues first, so the tenancy shows the month as part paid, with what is left, until the rest comes in. Record the rest the same way when it arrives.

A tenant paid for months ahead. How does that show?

Record the whole amount. The tenancy shows it as paid ahead, with the month it reaches, and each new month uses it up. To put it on one receipt that names every month, pick the first month and the number of months in the collect form.

How do I remind a tenant who is behind?

Tap Remind on the tenancy. It opens your own WhatsApp with a message to the tenant giving the rent due and the months it covers; check it and send. Nothing is sent unless you send it. The tenancy needs a phone number.

The rent went up. Do I edit the amount?

Use Change rent on the tenancy and pick the month the new rent starts. Months before it keep the rent they were let at, so the dues stay right. Editing the amount on the tenancy itself only corrects the latest rent.

What is the difference between ending and deleting a tenancy?

Ending a tenancy keeps its whole history: the agreement, the rent collected, the receipts. That is what you want when a tenant leaves. Deleting is only for a tenancy that was entered by mistake and has no rent recorded against it.

How do I record the security deposit?

Write it on the tenancy in the deposit field. It is money held, not income, so it does not enter the books as a payment. The Rent and leases tab totals the deposits held. If the committee decides to bank it as income anyway, record it as an ordinary collection into a fund of your choice.

Our tenancies were running long before we started. Do we enter years of rent?

No. Give each tenancy the month to count rent from, usually this month, and the dues the old register shows at that month. Use Starting balances on the Properties page to do every tenancy on one sheet, or import your rent register from a spreadsheet under Import and export.

Does rent count towards the Waqf Board contribution?

Yes, when your masjid tracks the Section 72 contribution. The Property rent fund is marked as assessable rental income from the start, so the Waqf contribution report picks rent up on its own.