Recording Contributions
Contributions are the lifeblood of your stokvel or burial society. This guide explains how to record member contributions, whether they're made via bank transfer, cash, or automated reconciliation.
Two Ways to Record Contributions
1. Automatic Reconciliation (Recommended)
When members use their Member ID as the payment reference, Zeturi automatically allocates the funds to their account.
- Member makes EFT/PayShap payment to scheme bank account
- Uses their full Member ID (e.g.,
ZET123456-007) as reference - Admin imports bank statement or uses bank reconciliation feature
- System automatically matches payment to member
- Contribution is recorded and member is notified
2. Manual Recording
For cash payments or when the payment reference doesn't match, admins can manually record contributions.
Manual Recording Step-by-Step
- Navigate to Contributions
Go to your scheme dashboard and click "Record" or "Add to the pot" - Select Member
Choose the member from the dropdown list - Enter Amount
Type the contribution amount in Rands (e.g., 500 for R500.00) - Add Reference (Optional)
Include payment reference, date, or notes for your records - Confirm and Save
Click "Record Contribution" to finalize
The contribution is immediately reflected in:
- Scheme total balance
- Member's individual balance
- Transaction history
- Financial statements
Payment Methods
Electronic Funds Transfer (EFT)
Most common method for stokvels and burial societies:
- Member transfers to scheme bank account
- Uses Member ID as reference (e.g.,
ZET123456-007) - Usually processes within 1-2 business days
- Can be automated with bank reconciliation
PayShap (Real-Time)
Instant payment option:
- Real-time transfer between South African banks
- Available 24/7, including weekends
- Still requires full Member ID as reference
- Instant confirmation
Cash Payments
For in-person meetings:
- Member pays cash to treasurer
- Treasurer deposits to scheme bank account
- Admin manually records contribution in Zeturi
- Include deposit slip reference in notes
Always deposit cash within 24 hours and record the deposit slip number. Never keep large amounts of cash. This protects both the treasurer and the scheme.
Member ID Format
Every member gets a unique ID in the format SCHEME_CODE-NNN:
ZET123456-001– First member (scheme creator)ZET123456-007– Seventh memberZET123456-042– Forty-second member
The scheme code (e.g., ZET123456) is auto-generated when the scheme is created. Members can find their full ID on their dashboard or profile page. Admins can see all member IDs on the members list.
Contribution Frequency
Your scheme's contribution frequency is set during onboarding:
Monthly (Most Common)
- Expected on the same day each month (e.g., 1st or 15th)
- Typical for burial societies and savings stokvels
- Easier to budget for members
Weekly
- Expected every week on the same day
- Good for groups that meet weekly
- Smaller amounts, more frequent
Quarterly
- Every 3 months
- Common for investment clubs
- Larger amounts, less frequent
Annual
- Once per year
- Rare for stokvels, more common for property syndicates
- Large lump-sum contributions
Tracking Arrears
Zeturi automatically tracks which members are behind on payments based on:
- Expected contribution amount
- Contribution frequency
- Member's join date
- Actual payments received
Admins can view arrears on the Arrears page and send automated reminders to members who are behind.
Bulk Import (Advanced)
For admins managing many contributions:
- Export Bank Statement
Download your scheme's bank statement as CSV - Upload to Zeturi
Use the Bank Reconciliation feature to upload the file - Auto-Match Payments
System matches payments to members using Member ID references - Review Unmatched
Manually allocate any payments without valid references - Confirm and Record
Bulk record all matched contributions
Payments that can't be matched to a member are allocated to the Suspense Account (Member #0). Admins can later reallocate these funds to the correct member.
Common Issues
Payment Not Showing Up
If the member didn't use their Member ID, the payment may be in the Suspense Account. Admins can manually allocate it.
Wrong Amount Recorded
Admins can reverse incorrect entries and record the correct amount. All changes are logged in the audit trail.
Duplicate Contribution
If a contribution was recorded twice, admins can reverse one entry. The reversal is recorded in the ledger for transparency.
Best Practices
Make it a habit to use your complete Member ID (e.g., ZET123456-007) as the payment reference. This ensures instant, automatic allocation.
Contribute by the expected date to avoid arrears. Set up a recurring payment with your bank for consistency.
Save your bank confirmation for your records. While Zeturi tracks everything, it's good practice to keep your own receipts.