Knowledge Base Article

Add Member Payments

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There is an entire Membership Module built into Argenta that allows for separate tracking of your member payments. 
 
To enter a Member Payment,  select General Financials > Member Payments or Membership > Member Payments - from the Argenta main menu on the left-hand side:
 
   OR   
 
This opens the complete listing of your organizations Member Payments. From here, select the "Add New" button:
 
 
 
This opens the Member Payment Workspace screen:
 
This is a Workspace and as such it has three tabs of information. Let's go tab-by-tab and field-by-field:
 
1. Member Payment Details tab:
 
 
This tab holds all the payment details. From this tab you should enter:
  1. Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2. Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3. Add Payment to the General Journal - If this transaction needs to hit your General Journal as a deposit click the checkbox to add this payment as an individual transaction in the General Journal.  Proceed to fill out the associated Fund, Deposit/Checking Account and Account for the transaction:
    • Fund - Argenta uses nonprofit, fund accounting.  Here you can choose which fund the payment will be added to.
    • Deposit/Bank Account - Next, select a deposit account from the drop-down list.  This is where your funds go when they're received.
      •  Argenta makes use of the "*Undeposited Funds" account.  A good example of using this account is when you have multiple checks you need to deposit.  You probably won't deposit each check separately, so you can add them all to *Undeposited Funds, then go to the General Financials > Deposits and create one deposit transaction that can be reconciled in your bank account register.
    • Account - Argenta is a double-entry system, so next you must select an account from your chart of accounts to debit the funds.
      • If you use the cash accounting method, this would probably be an account like "Member Payments".
  5. Member ID - Select the Member that is giving you the payment. This is required. You must have the person added as a Member and not just a constituent. Select the Lookup  icon to search for and select your member. Once a member is selected their name will appear under the Member ID field. Please ensure you have selected the correct member for your transaction.
  6. Payment Date - By default this will show the day you are entering the payment. You can manually type in a date or use the date selector to change the date. This is a required field.
  7. Amount Paid - Enter an amount paid for the transaction. This is a required field.
  8. Was A Receipt Given - If a receipt was given for the payment select "Yes," otherwise select "No."
  9. Payment Point of Entry - Select the payment point of entry from the drop-down list.
  10. Payment Type - Select the payment type from the drop-down list.
  11. Check/PO/Reference Number - You can enter a check, PO, or reference number here.
  12. Member Payment Category - Select the category for the payment from the drop-down list. If an applicable category is not listed you can add a new one by clicking the Add New  icon.
  13. Chapter - If this payment belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
  14. Division - If this payment belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  15. Department - If this payment belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  16. District - If this payment belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  17. Precinct - If this payment belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
  18. Is Recurring? - Select "Yes" to set the payment to a recurring payment.
  19. Recurrence Frequency - Select the frequency from the drop-down list. Your options are: Weekly, Bi-Weekly, Monthly, and Annually. This is a required field.
  20. Auto Input Recurring Payments - Choosing yes will add this payment to the auto-recurring scheduler. A new payment will be added automatically based on the recurrence frequency you choose. To view all recurring payments, choose Membership > Member Payments Recurring from the main menu.
  21. Related Merchant Fee Expense - If this payment was made with a credit card and has a related merchant fee from Stripe that fee is added as an expense in the Argenta Business Expense Section. This field displays the amount of the Stripe fee, for users who have access to Business Expenses, the fee can be opened from here. If you need to add a fee, you can do so by selecting the "Add A New Fee" button.
  22. Related Invoice - If this payment was made toward an existing invoice, it will display here and can be opened by clicking the 'Open' button. 
  23. Send Member A Receipt - If you would like to send the member an emailed receipt of payment, click this button. A receipt is automatically emailed to the member.
  24. Print A Receipt To PDF - If you would like to print a PDF of the receipt, click this button. 
  25. Related Files - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this payment. If you need help adding a file please see our other KB Article - Add Related Files. Make sure to save your changes first before adding related files. If you would like to add any related files to this payment you can do so here. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box".
  26. Notes - If you would like to add any notes to the payment you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes Section. To add a note, click the "Add Note" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your member payment workspace. 
 
Once all of the details about you payment have been entered click the "Save All Changes & Exit" button to add this payment and return to the complete member payments listing for your organization. Or if you are not done, click the "Save all Changes & Continue" button or the Save Icon at the top of the screen to continue on to the permissions tab.
 
2. Associated Refunds tab:
 
 
This tab shows any refunds that have been applied to this payment. If you need to issue a refund you do so on this tab. To issue a refund click the "Issue A Refund" button. This opens the refund panel:
 
 
Here you need to enter the details of your refund:
  1. Partial Refund - Click this if you are applying a partial refund to this payment.
  2. Full Refund - Click this if you are applying a full refund to this payment. 
  3. Refund Category - Select a refund category from the drop-down list. If an applicable category is not listed you can create a new one by clicking the Add New  icon.
  4. Refund Description - By default, it will reference the original payment but you can change this description if you choose to. Simply click into the field and enter a description of your choice or leave the default text.  
  5. Refund Date - Enter the date of refund here. You can manually enter a date or use the date selector. This is a required field.
  6. Refund Amount - Enter the dollar amount of the refund here. This is a required field.
  7. Refund Method - You can select the refund method from the drop-down list.
  8. Check#/Reference# - You may enter a check or reference number here for your reference.
Once these details have been entered click the "Apply This Refund To This Payment" button. This applies the refund to your payment and returns you to the associated refunds tab with your refund now listed. 
 
3. Record Permissions tab:
 
 
This tab controls the record permissions for the member payment.
 

3. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

 

3. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.