Argenta allows you to create and track your Invoices/Receivables through the system. You have two invoice types and those are Client/Customer and Member Invoices.
To get started, select General Financials > Invoices/Receivables - from the left-hand side of the Argenta main menu:
This opens the Invoices window. This will show you all the Invoices your organization has created. From here click the "Add New" button:
This opens the Invoice Workspace screen:
You will notice that this workspace has 7 tabs of information. We will go tab-by-tab and field-by-field:
1. Invoice Details tab:
On this tab, you will enter all the details about the invoice. From here you can enter these fields:
- 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.
- Invoice Type - Client/Customer - If you are entering a client/customer, invoice you will select this option.
- Invoice Type - Member - If you are entering a member invoice, you will select this option.
- Client/Customer ID or Member ID - Depending on the option you selected above this will show either as a Client/Customer ID or Member ID. Select the Lookup
icon to search for and select the Client/Customer or Member for this invoice. This is a required field. - Invoice Status - Select the correct status of your invoice by using the drop-down list. Your options are: New/Pending, Sent/Outstanding, Late/Overdue, In Dispute, Paid/Closed, or Unpaid/Closed.
- Date Paid/Closed - Enter the date the invoice was paid or closed. You can manually enter a date or use the date selector.
- Invoice Date - Enter the invoice date here. By default this is the day you are entering the invoice. You can change this by clicking into the field and manually typing a date or by using the date selector. This is a required field.
- Due Date -Enter the due date here. By default this will be 30 days from the day you are entering the invoice. You can change this by clicking into the field and manually typing a date or by using the date selector. This is a required field.
- Invoice/PO/Ref Number - You can enter an invoice, PO or reference number for this invoice here.
- Invoice Items - Here is where you will select the items or products to add to this invoice. You can add and Item to this invoice by clicking the "Add An Item" button:
Add An Item:
This opens the Add A New Invoice Item window:
Here you will fill out these details for the item you are adding to this invoice:
- Invoice Item - Here you will enter the items name that you are adding to the invoice. Ie. Services Rendered. This is a required field.
- Description - You can enter a description of your item here.
- Invoice Price for Item - Enter the dollar amount for the item here. This is a required field.
- QTY - Enter the quantity of the item here. This is a required field.
Once these details have been entered click the "Add This Invoice Item" button to add your item to this invoice. You will now see the item listed under Invoice Items and the invoice amount has been updated according to the item added.
Add A Product:
Your second option is to add a product to the invoice. To add a product click the "Add A Product" button:
This opens the Add A Product To An Invoice screen:
From here you need to fill out these details for the product:
- Product ID - Select the Lookup icon to search for and select a product. You must have this product entered into your system in order to add it to an invoice. This is a required field.
- Invoice Price for Item - When you select your product the invoice price for the product will be shown here.
- QTY - Enter the quantity for this product that you are invoicing your client/customer/member for.
Once these details have been entered click the "Add Product To Invoice" button. This adds your product to the Invoice Items section and updates the invoice total.
If you need to add any fees, discounts or taxes you do so here:
To add a fee, discount or taxes, simply click into the field and type in your dollar amount. Once you save your invoice your total will be update based on the fields entered.
12. Content Section - If you would like a message to be displayed at the bottom of your invoice you can add that here. Ie. Holiday message, thank you, etc.
13. Chapter - If this invoice belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list.
If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
14. Division - If this invoice belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list.
If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
15. Department - If this invoice belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the
drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
16. District - If this invoice belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If
you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
17. Precinct - If this invoice belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
18. Is Invoice Recurring? - If this is a recurring invoice, an invoice that will happen on a set frequency, select "Yes" here, otherwise select "No."
19. Recurrence Frequency - If this is a recurring invoice, select the frequency the invoice should recur on. Your options are: n/a, Weekly, Bi-Weekly, Monthly, or Annually.
20. Auto Input Recurring Invoices? - Choosing yes will add this invoice to the auto-recurring scheduler. A new invoice will be generated automatically based on the recurrence
frequency you choose. To view all recurring invoices, choose General Financials > Recurring Invoices from the main menu.
Once these last details have been added make sure to save your changes before moving on by clicking the "Save All Changes & Continue" button.
2. Record Associations tab:
On this tab are all the associations this invoice has with your campaigns, constituent groups, Auction, Event, Task and Programs. To add an association simply click the Lookup
icon for the association you wish to add. Search for and select the name of the association you wish to attach.
3. Invoice Payments tab:
The associated payments for this invoice will be shown here. You can add a payment to this invoice by clicking the "Add A Payment" button:
This opens the Invoice Payment Details screen:
From here you need to enter the payment details:
- Add This Payment As An Individual Transaction in the General Journal - If you want to add the transaction to your financials, place a checkmark in this check box.
- Fund - Argenta uses nonprofit, fund accounting. Here you can choose which fund the payment will be added to.
- Deposit/Bank Account - Next, select a deposit account from the drop-down list. 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.
- 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 "invoices receivable".
- Payment Date - Enter the payment date here. You can manually enter a date or use the date selector. This is a required field.
- Payment Amount - Enter the payment amount here. This is a required field.
- Payment Type - Select the payment type from the drop-down list.
- Check/PO Number - You can enter the check or PO number here.
- Associated Merchant Fees Expense - If this payment 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.
Once these details have been entered, click the "Save Changes & Exit" button to save your changes and be returned to the Invoice Payments screen. Your payment will not be listed.
4. Invoice Refunds tab:
On this tab, you can see any associated refunds. You can add a new refund by clicking the "Issue A Refund" button:
This opens the Add An Invoice Refund screen:
Here you will enter these details for the refund:
- Partial Refund - Select this option if you are only refunding a partial amount.
- Full Refund - Select this option if you are refunding the full amount.
- Refund Category - Select a refund category from the drop-down list. If an appropriate category is not listed, you can add a new one by selecting the Add New
icon. - Refund Description - By default, text is entered that ties this refund to the original invoice. If you wish to change or add to this description, simply click into the field and make your changes.
- Refund Date - Enter the date of the refund here. You can manually enter a date or use the date selector. This is a required field.
- Refund Amount - Enter the amount to be refunded here. This is a required field.
- Refund Method - Select the refund method from the drop-down list.
- Check#/Reference# - You may enter a check number or reference number for this refund here.
- Add Refund To The General Journal - If you want to add the transaction to your
financials, place a checkmark in this check box.
- Fund - Argenta uses nonprofit, fund accounting. Here you can choose which fund the refund is debited from.
- Deposit/Bank Account - Next, select a deposit account from the drop-down list. This is where your funds will be removed from when the credit is returned.
- Account - Argenta is a double-entry system, so next you must select an account from your chart of accounts to credit the funds.
- If you use the cash accounting method, this would probably be an account like "Refunds".
Once these details have been entered, click the "Apply This Refund To This Payment" button to add the payment and be refunded to the Invoice Refunds tab.
5. Related Files tab:
On this tab, you will see your related files. Like all other modules and sections in Argenta, you can also add an
unlimited number of related files to this invoice. Make sure to save your
changes first before adding related files. If you need help adding a file to this invoice, please see our other KB Article - Add Related File.
6. Invoice Notes tab:
On this tab, you will see all the notes that have been added to the invoice.
If you need help adding a note, please see our other KB
Article - Add A Note To The Notes Section.
7. Record Permissions tab:
This tab controls the record permissions for the Invoice.
7. 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.
7. 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.