Add A Mission Trip Payment

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A Mission Trip Payment is how you receipt the money you collect for your mission trips. Mission Trip Payments are added, processed and applied by enrollments.
 
To add a Mission Trip Payment by enrollment, select Mission Projects & Trips > Mission Trip Enrollments  - from the main menu on the left side of the screen.
 
 
 
Filter or search for the enrollment you would like to apply a payment to. Open the enrollment by using the corresponding open icon .  Select the "Payment & Refunds" tab. 
 
 
Process a Credit Card for Payment:
 
If you would like to process a credit card payment, click the "Process A Payment" button. 
 
 
This will open the "Process A Mission Trip Payment Through Stripe" screen.
 
 
Steps to process a payment:
 
  1. Mission Trip Account. Select the account for the payment you wish to process by using the "Lookup" button to designate the correct account.

  2. Account Contact. Select the person who is making the payment on behalf of the Mission Trip Account by using the "Lookup" button.

  3. Name As It Appears On The Card. You must enter the name that appears on the card for the credit card being charged.

  4. Email Address. You must enter an email address for a receipt to be emailed confirming the payment.

  5. Add Transaction To The General Journal. If you would like to add the payment to your General Journal check this check box.

    • Argenta uses nonprofit, fund accounting. Choose which fund the payment will be added to.

    • Next select a deposit or checking account. this is where your funds go when they're received.

      • Argenta makes use of an"*Undeposited Funds" account. A good example of using this account is where you have multiple credit card payments in one day. The bank won't process these separately, but instead will combine them into one larger deposit. Here you would add all credit card payments you receive to the *Undeposited Funds account, then go to General Financials > Deposits to add a deposit in Argenta, that includes all of the separate transactions into one deposit.

      • You can also make use of this field with accrual accounting by selecting an Accounts Receivable account here.

    • 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 based accounting method, this would probably be an account like "Mission Trip Revenue" or "Revenue for Providing a Service".

      • If you use the accrual based accounting method, this would probably be an account like "Deferred Revenue".

  6. Enter the Payment Amount, Card Number, Expiration Date, and the CVC of the credit card to use for this payment.

    • Argenta never stores credit card information. We partner with Stripe for all merchant services and secure transactions.

  7. Click the "Submit Payment" button to submit the payment, receive a confirmation of the payment, and send an email confirmation for the payment to the listed email address.
 
Process a regular Payment (Cash or Check):
 
To process any other type of payment, other than credit card, you will select the "Add A New Payment" button.
 
 
This will open the Add Mission Trip Payments screen.
 
 
Steps to add a Payment:
 
  1. Contact Who Made Payment. Select the contact who made the payment by using the "Lookup" button. This is the person who is making the payment on behalf of the Mission Trip Account. This is a required field.

  2. Payment Date. Enter the date payment was made. You can use the date/time pickers or just fill the dates/times in manually. This is a required field.

  3. Amount Paid. Enter the amount paid. This is a required field.

  4. Click the "Add Payment & Enter Details" button, to add the payment and start entering the remaining details of the payment.  This will bring you to the Mission Trip Payment Workspace.



  5. Add This Payment To The General Journal. If you would like to add the payment to your General Journal check the "Add This Transaction To The General Journal" check box.

    • Argenta uses nonprofit, fund accounting. Choose which fund the payment will be added to.

    • Next select a deposit or checking account. this is where your funds go when they're received.

      • Argenta makes use of an"*Undeposited Funds" account. A good example of using this account is where you have multiple credit card payments in one day. The bank won't process these separately, but instead will combine them into one larger deposit. Here you would add all credit card payments you receive to the *Undeposited Funds account, then go to General Financials > Deposits to add a deposit in Argenta, that includes all of the separate transactions into one deposit.

      • You can also make use of this field with accrual accounting by selecting an Accounts Receivable account here.

    • 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 based accounting method, this would probably be an account like "Mission Trip Revenue" or "Revenue for Providing a Service".

      • If you use the accrual based accounting method, this would probably be an account like "Deferred Revenue" .





  6. Contact Who Made Payment. Select the person who is making the payment on behalf of the Mission Trip Account by using the "Lookup" button.
  7. Was A Receipt Given. You can select whether a receipt was given or not here.
  8. Payment Date. Enter a date by using the date/time picker or just fill in the dates/time manually. This field is required.  
     
  9. Amount Paid. Enter an amount for your transaction. This is a required field.

  10. Payment Point of Entry. If you would like to track or know how you are receiving your payments select an entry point here. This field is not required.

  11. Payment Type. If you would like to track they payment types for your payments you can select a type here. This field is not required.

  12. Payment Category. If you'd like to use payment categories to classify your mission trip payments, you can create them in the "Classification Codes" section of Argenta, then use them here. Payments can be classified using a category which is considered a classification code. Argenta comes loaded with common payment categories to help you get started, but you can change them at any time. This field is not required, but highly useful.

  13. Department/Chapter. If the Mission Trip is related to a specific department or chapter in your organization, you can select it here. This field is not required, but highly useful.

  14. Check/PO/Reference Number. If there was a Check #, PO, or a Reference number used you can enter it here. This field is not required.

  15. Related Merchant Fee Expense. If there are any related merchant fee expenses relating to this transaction you can use this field to create an expense for the fee, and connect it to this payment. This field is not required, but if you have an associated fee make sure you're accounting for it somehow.

  16. Like all other modules and sections in Argenta, you can also add an unlimited number of related files and/or notes to this payment.  Make sure to save your changes first before adding notes and/or related files. To save your changes click the Save Icon from the top or the "Save All Changes & Exit" button.
 
 
 
For help adding a related file please see KB Article - Add Related Files.
 
For help adding notes please see KB Article - Adding A Note to the Notes Section.