Argenta allows for separate tracking of your delegate payments.
To enter a Delegate Payment use the Argenta main menu on the left-hand side and select General Financials > Delegate Payments:
This opens your list of Delegate Payments. From here select the "Add New" button:
This opens the Delegate Payment Workspace screen:
You will notice that there are three tabs of information in this workspace. We will go tab-by-tab and field-by-field.
1. Delegate Payment Details tab:
This tab is where you will enter the payment details. You can enter these fields:
- Record 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 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. Proceed to fill out the associated Fund, Deposit/Checking Account and Account for the transaction. Here are the steps:
- Fund - Argenta uses nonprofit, fund accounting. Here you can choose which fund it will be added to.
- Deposit/Checking Account - Next, select an account for the deposit. 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.
- You can also use this field for accrual accounting by selecting an Accounts Receivable account here.
- For this, you will choose the bank account that your delegate payments go into.
- 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 "Delegate Payments."
- If you use accrual-based accounting, this would probably be an account like "Deferred Revenue".
- Delegate ID - Select the delegate that is giving you the payment. This is required. You must have the person added as a Delegate and not just a constituent. Select the Lookup
icon to search for and select your delegate. Once a delegate is selected their name will appear under the Delegate ID field. Please ensure you have selected the correct delegate for your transaction.
- Payment Date - Enter a payment date for the transaction by manually typing one in or by using the date selector. This is a required field.
- Amount Paid - Enter the amount paid for the transaction. This is a required field.
- Was A Receipt Given - Select "Yes" if you gave your delegate a receipt, or "No" if you did not.
- Payment Point of Entry - Select the point of entry from the drop-down list.
- Payment Type - Select the payment type from the drop-down list. Example: Check, cash, card, etc.
- Check/PO/Reference Number - Enter a reference, PO, or check number here.
- Delegate Payment Category - Select a payment category from the drop-down list or if there is not a sufficient category you can add a new one by selecting the Add New
button. - Associated Merchant Fees Expense - If this payment was made with a credit card and has an associated merchant fee expense, it will display here and can be opened by clicking the 'Open Fee Expense' button.
- Associated Chapter - If this payment belongs to a specific chapter within your organization, select it from the drop-down list.
- Associated Division - If this payment belongs to a specific division within your organization, select it from the drop-down list.
- Associated Department - If this payment belongs to a specific department within your organization, select it from the drop-down list.
You can also attach any related files or notes to this payment as needed by using these two sections as shown. For help adding a related files please refer to KB Article -
Add Related Files. For help adding a note to the notes section please refer to KB Article -
Add A Note to the Notes Section.
Once all of the details about the payment have been entered, click the Save Icon at the top or the "Save All Changes & Continue" button to save your work and continue editing your Payment. Or if you are done with the payment you can click the "Save All Changes & Exit" button to add this payment and return to the complete delegate payments listing for your organization.
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:
- Partial Refund - Click this if you are applying a partial refund to this payment.
- Full Refund - Click this if you are applying a full refund to this payment.
- 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.
- 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.
- Refund Date - Enter the date of refund here. You can manually enter a date or use the date selector. This is a required field.
- Refund Amount - Enter the dollar amount of the refund here. This is a required field.
- Refund Method - You can select the refund method from the drop-down list.
- 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 delegate 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.