Knowledge Base Article

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.
 
Mission Trip Enrollment
 
To add a Mission Trip Payment by Enrollment, select Programs > Mission Trip Enrollments  - from the main menu on the left side of the screen.
 
 
 
This opens your full list of Mission Trip Enrollments. You can filter or search for the enrollment you would like to apply a payment to. Open the enrollment by using the corresponding open icon for the record you wish to apply the payment to. This opens the Mission Trip Enrollment Workspace. From here select the "Payment & Refunds" tab. 
 
 
This opens the Mission Trip Enrollment Payments and Refunds screen:
 
 
 
From here you can either process a payment by credit card or enter a payment from another source like a check.
 
 
   A. To 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:
 
 
To process a credit card payment:
  1. Mission Trip Account - Select the account for the payment you wish to process by using the Lookup  button, searching for and selecting the correct account. This is a required field.
  2. Account Contact - Select the person who is making the payment on behalf of the Mission Trip Account by using the Lookup  button, searching for and selecting the correct contact person. This is a required field.
  3. Name As It Appears On The Card - You must enter the name that appears on the card for the credit card being charged. This is a required field.
  4. Email Address - You must enter an email address for a receipt to be emailed, confirming the payment. This is a required field.
  5. Payment Description/Reason for Payment - You may enter any description or reason for the payment here.
  6. Add Transaction To The General Journal - If you would like to add the payment to your General Journal check this check box.
    • Fund - Argenta uses nonprofit, fund accounting. Choose which fund the payment will be added to.
    • Deposit or Checking Account - 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.
    • 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 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".
  7. Payment Amount -  Enter the amount that your account is paying toward their trip. This is a require field.
  8. Card Number - Enter the credit card number for the payment. This is a required field.
    • Argenta never stores credit card information. We partner with Stripe for all merchant services and secure transactions.
  9. Expiration Date - Enter the credit cards expiration date. This is a required field.
  10. CVC - Enter the credit cards cvc number. This is a required field.
Once these details have been filled out, click the "Submit Payment" button to submit the payment. You will receive a confirmation of the payment, and an email confirmation will be sent to the listed email address.
 
    B. Process a Regular Payment (Cash, Check, Other):
 
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 here are:
  1. Contact Who Made Payment - Select the contact who made the payment by using the Lookup  button, searching for and selecting the contact. 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 the payment was made. You can use the date picker or just fill the date in manually. This is a required field.
  3. Amount Paid - Enter the amount paid. This is a required field.
Once these details have been entered, 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:

 
 
From here you can can these details about the payment:
 
  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 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" .
  4. Mission Trip Enrollment - This will be automatically filled in from your previous screen. You can change the enrollment by selecting the Lookup  button and searching for and selecting a new enrollment. This is a required field.
  5. Contact Who Made Payment - Select the person who is making the payment on behalf of the Mission Trip Account by using the Lookup  button and searching for and selecting the contact. This is a required field.
  6. Was A Receipt Given - You can select whether a receipt was given or not here.
  7. Payment Date - Enter a date by using the date picker or just fill in the date manually. This field is required.  
  8. Amount Paid - Enter an amount for your transaction. This field is required.
  9. Payment Point of Entry - If you would like to track or know how you are receiving your payments, select an entry point from the drop-down menu.
  10. Payment Type - If you would like to track they payment types for your payments, you can select a type from the drop-down menu. 
  11. 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.
  12. Department - If the Mission Trip is related to a specific department in your organization, you can select it from the drop-down menu. This field is not required, but highly useful.
  13. Payment Description/Reason for Payment - If you would like to add a payment description or a reason for the payment you can add that here.
  14. Check/PO/Reference Number - If there was a Check #, PO, or a Reference Number used, you can enter it here.
  15. Associated Merchant Fee Expense - If this donation was made with a credit card and has an associated 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.
  16. Related Files - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this payment.  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. This could be a copy of the check, etc. 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".
  17. Notes - Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this payment.  Make sure to save your changes first before adding related files. If you would like to add any notes to the payment you do so in 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 payment workspace. 
 
   C. Record Permissions
 
Once all of the about details have been filled out you can move on to the Record Permissions tab. This tab controls the record permissions for the donation.

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.

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 permissions 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.