Add Invoices/Receivables

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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.  You use the Invoice/Receivables from the left-hand side of the Argenta main menu, select General Financials > Invoices/Receivables.
 
 
 
 
This will open the Sales and Invoice Manager window. This will show you all the Invoices your organization has created.  From here click the "Add New" button to add a new Invoice.
 
 
 
This will open the Add A New Invoice screen.  
 
 
 
 
This is where you will need to select whether the invoice is for a Client/Customer or a Member.
 
Then, select a Client/Customer or Member ID for this Invoice.  Select the "lookup" button to search for and select the appropriate constituent for the invoice or use the "Add New" button to add a new constituent. This is a required field.
 
Next, manually enter a date or use the date selector to select a Invoice Date.  This is a required field.
 
Last, you may manually enter a date or use the date selector to select a Payment Due Date.  This is a required field.
 
Once these details have been filled out you will click the "Add Invoice & Enter Details" to enter the invoice and go to the Invoice Details screen.
 
 
 
From here you will enter all the details about the invoice.
 
  • Invoice Status.  Options are New/Pending, Sent/Outstanding, Late/Overdue, In Dispute, Paid/Closed, or Unpaid/Closed.  Select the correct status of your invoice by using the drop-down menu.
  • Date Paid in Full or Closed.  You can manually enter or use the date selector to enter a Date the invoice was paid in full or closed.
  • Invoice Total.  This will automatically be filled when you add your items or products below.
  • Invoice Date.  This will be pre-filled from the previous screen.  If you need to make changes you can manually type a date or use the date selector to select the correct date.  This is a required field.
  • Due Date.  This will be pre-filled from the previous screen.  If you need to make changes you can manually type a date or use the date selector to select the correct date.  This is a required field.
  • Invoice/PO/Ref Number.  You can enter an invoice, PO or reference number for this invoice.
  • Department/Chapter.  If this invoice belongs to a specific department or chapter please use the drop-down menu and select it.
  • District.  If this invoice belongs to a specific District please use the drop-down menu and select it.
  • Precinct.  If this invoice belongs to a specific Precinct please use the drop-down menu and select it.
  • Is Invoice Recurring.  Yes or No.
  • Recurrence Frequency.  Options are Weekly, Bi-Weekly, Monthly, or Annually.  
  • Auto Input Recurring Invoices.  Yes or No.  If you want the invoice to automatically generate select yes.
  • Related Merchant Fees Expense.  If there are related merchant fees tied to this invoice add them here.
  • Related Campaign.  If this invoice belongs to a specific Campaign please use the drop-down menu and select it.
  • Related Event.  If this invoice belongs to a specific Event please use the drop-down menu and select it.
Then the bottom half of the screen:
 
 
 
 
The Invoice Total Amount Due will automatically update when you select item(s) or products to add to this invoice.
 
To add and Item select the "Add An Item" button.  This will open the Add A New Invoice Item screen where you can enter and Item, a description of the item, a price for the item and a quantity of the item.  Select the "Add This Invoice Item" to add the item and be returned to the Invoice Details screen.
 
To add a Product select the "Add A Product" button.  This will open the Add A Product to An Invoice screen where you can select your products to be added to the invoice.  The price for the item will be filled and you will need to enter a quantity for the item.  Select the "Add Product To Invoice" to add the item and be returned to the Invoice Details screen.
 
You can add any additional fees, Discounts or Taxes to the invoice by using the appropriate fields.
 
Next, is the content section where you can type additional details that will be added to your invoice at the bottom.
 
Then, you can add any related files to the invoice as needed.  For help with adding a file please see KB Article - Add Related Files.
 
In addition to files you can add Notes to the invoice.  For help with adding a note please see KB Article - Add A Note to the Notes Section.
 
Both Notes and Related Files stay with the invoice and will not be printed on or with the invoice.  They are internal documents only.
 
Once you have all the details for you r invoice filled out and the invoice total is correctly displayed you will click the "Save All Changes & Exit" button to save and add the Invoice.  You will be returned to the Sales & Invoice Manager screen where you newly created invoice will be displayed along with the complete list of all your organizations Invoices.