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: