Argenta allows you to track all your business expenses in one place and designate them to the appropriate account in your Chart of Accounts. Expenses can be your phone bill, office supplies, or any other costs incurred as part of running your organization.
To get started, choose General Financials > Business Expenses - from the Main Argenta Menu on the left side of the screen.
The full list of all your Business Expenses will be displayed. To add a new business expense, click the "Add New" button:
This will open the Expense Workspace:
The expense workspace has 6 tabs: Expense Details, Receipt Items, Record Associations, Related Files, Expense Notes, and Record Permissions. We will go tab-by-tab and field-by field:
1. Expense Details tab:
On this tab is where you'll enter the expense details:
- 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.
- 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.
- Add This Expense to General Financials - If you want to add the transaction to your financials, place a checkmark in this check box. This opens these fields;
-
Fund - Argenta uses nonprofit, fund accounting. Here you can choose which fund the expense is debited to.
- Deposit/Checking Account - Next, select a deposit or checking account. This is the account that your expense will be debited from.
- Account - Argenta is a double entry system, so next you must select an account from your chart of accounts to credit the expense. This is a required field.
- Is this a loan of credit card payment? - Select "Yes" if this expense is a loan or credit card payment or "No" if it is not.
- Is this expense approved? - Select "Yes" if this expense has been approved or "No"