How to Use Items
With MonkeyPod, you have the option to track contributions, grants, and also earned revenue from the sales of items. Your first step in tracking earned revenue here is to set up the items you plan to sell.
How do I add items to my MonkeyPod?
To manage your items, choose Finance from the main menu, then select Items.
All existing items are listed on the Items page.
Select Add an item to create a new item to sell. Fill out the relevant details in the form, select Save, and you're done.
Note that Items are for earned (that means non-contributed) income only!
How do I track when someone has purchased an item?
To record the sale of an item, choose Finance then under Income & Expenses select Record a Sale. You can also use the keyboard shortcut Alt+Shift+S.
When recording a sale, there are four areas to complete:
Sale Information
Here you can fill out specifics about the sale, including the name of the buyer and the date of purchase.
If you want to process the sale by credit card in MonkeyPod, select the green text that reads Process this sale by credit card, as seen in the image above. This will call up a form where you can enter the credit card information.
Items
From the Select an item dropdown, choose the purchased item and enter the quantity purchased. Repeat that for as many different items as you need to accurately record the sales transaction. Note that fractional quantities of items can be entered too. That can be useful, for example, if your item is something like "1 hour staff time" and only want to charge someone for half of that.
Miscellaneous Services
"Miscellaneous Services" are unique or ad hoc things that you don't normally offer for sale, so there's no need to create items for recurring use. For example, if you sell classes, but you have a one-time private lesson that isn't something you normally sell to people, that may qualify as a miscellaneous service.
Any additional accounting information
Additional accounting and tracking information can be applied in this section, including classes, tags, memos, and reference numbers. You can also apply a discount (see below for details).
When you're ready, click Save to save the transaction.
How can I create discounts for item sales?
To record discounts for item sales, you first create the discount in your MonkeyPod, then you can apply the discount any time you sell an item.
- From the Finance menu, choose Discounts.
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Select Add a discount and enter the details there including the name, description, type of discount, amount of discount, and the relevant expense account.
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All discounts will appear in the list, and you may edit or delete/archive them as needed. (Discounts previously applied to item sales can only be archived.)
- When recording the sale of an item, look in the Accounting & Tracking section of the form. Select Apply a discount there and choose the appropriate discount.
Frequently Asked Questions
How does this work with Stripe?
If you are selling earned income items through your website, you'll need to associate that item with the corresponding item in Stripe. If you haven't created an item in Stripe go ahead and select the Stripe icon to create a corresponding product in your Stripe account.
