This article provides an understanding of the Mission Trip Account Workspace and explains how Mission Trip Accounts are Viewed/Opened, Edited/Updated, and Deleted.
To get to the Mission Trip Account Workspace, select Events and Programs > Mission Trip Accounts - from the main menu on the left side of the screen.
View/Open
To view or open an account, find the record you wish to open, by searching or filtering for the record.
Open or view the record by selecting the corresponding open icon
for the record you wish to view.
This will open the record for you to view or update.
On the Mission Trip Enrollments tab, you can open or view an enrollment by selecting the open icon.
On the Mission Trip Payments tab, you can view or open the payment details by selecting the open icon.
On the Mission Trip Reserved Credits tab, you can view or open the reserved credits by selecting the open icon.
Overview
When you're in the Account Workspace, you can see all the information pertaining to the account.
Functionality of the Account Workspace
You can return to the Mission Trip Account List from the screen by selecting the "Mission Trip Account List".
You can see when the account was created and who last modified the record.
There are three additional tabs of information: Mission Trip Enrollments, Mission Trip Payments, and Mission Trip Reserved Credits.
- Mission Trip Enrollments tab displays any Mission Trips Enrollments for the Account your working with. (See additional details below.)
- Mission Trip Payments will show you all the Mission Trip Payments that have been made toward this Mission Trip. (See additional details below.)
- Mission Trip Reserved Credits will show you the reserved credits for this Mission Trip. (See additional details below.)
The "Quick Constituent Card" for the Mission Trip Account is displayed so you can see important contact information. To quickly see all the constituent information, open the full constituent card, by clicking the "Open The Full Constituent Card" button. Once the constituent card is open, you can view or update any contact, demographic, or other information you want.
You can quickly see if this constituent has a Do Not Solicit, Do Not Email, Do Not Call, or Potential Ambassador status. You can change these in the Constituent Card. Do Not Solicit means the constituent should not receive any marketing communication from your organization. Do Not Email creates rules Argenta follows throughout the system. If a constituent is designated as "Do Not Email" that constituent will never be added to any "Email List", Argenta won't allow it. This is very important because it's a legal matter to send email to someone who has asked you not to. This is also why it's very good practice to always use the Argenta Mail Room to build lists.
A Potential Ambassador can be used however you like. Many organizations have supporters who are designated to help spread your message or to help grow your organization by encouraging others to support you. That's typically what is defined as an Ambassador. If someone is a potential ambassador, you can designate them that way so you can have further conversation with them about it.
Edit/Update
Once you're in the Account Workspace you can Edit/Update the record as needed. These are the fields that can be edited/updated...
To update any of these fields simply click the drop downs or use the "Lookup" buttons to search for and select the new field values. When you've finished updating the record, click either the "Save All Changes & Continue" button to save and continue working or the "Save All Changes & Exit" button to save and go back to the Mission Trip Account List.
You can add any Related Files, Contact Log, or Notes to this Mission Trip. When uploading files, click "Browse" to select a file from your machine or drag and drop the file you want to upload into the drop box. Once the file has been successfully uploaded the indicator light will turn green. Click the "Save The Selected File" button to finish uploading the file. You'll see it in the file list when it's complete. Repeat the process for every additional file you want to upload.
On the Mission Trip Enrollments tab, you can view and/or edit the following information...
- Enrollment Status
- Enrolled (#)
To change either of these fields simply click the drop down menu to change the status or click on the Enrolled (#) box and type a new number. When you change the enrollment number, Argenta uses an algorithm to change all the related calculations. Things like total amount due, balance due, etc. will be changed to reflect the new number enrolled.
In addition, you can open the Enrollment Workspace by clicking on the corresponding open icon for the record you wish to open. This will allow you to make more changes to the Enrollment.
On the Mission Trip Payments tab you can see all the payments your Mission Trip Account has ever made, for all Mission Trips they've participated in, or will participate in.
You can edit/update a payment by selecting the corresponding open icon for the payment you wish to edit.
This will open the Payment Details screen...
Mission Trip Payments can be added to the General Journal here. Simply check the "Add This Payment As An Individual Transaction in the General Journal" check box. This will open a panel for you to choose how the transaction is designated.
- Argenta uses nonprofit, fund accounting. Here you can choose which fund the payment will be added to.
- Next select a deposit or checking account. 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 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.
- 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 "Mission Trip Revenue" or "Revenue for Providing a Service".
- If you use accrual based accounting, this would probably be an account like "Deferred Revenue".
On the Mission Trip Reserved Credits tab, you can see all the credits that have been issued for the Mission Trip Account you're working with. You can add a New Reserved Credit by clicking the "Add New" button. You can also export the list to Excel by clicking the "Export to Excel" button.
Adding A New Reserved Credit for A Mission Trip Account
- "Click the Add New" button above the list.
- This will redirect you to the "Add A New Mission Trip Reserved Credit" screen...
- Enter the exact date the credit is issued in the "Credit Issued Date" field. You can type a date into the field or use the date selector to select a date.
- Enter the amount of the credit in the "Credit Amount" field.
- Use the Lookup control to select the Mission Trip Account you want to issue the credit to.
- Click the "Add This Reserved Credit" button to complete the process.
Deleting Records in Mission Trip Accounts
Anytime you see a delete button
you can delete the corresponding record. To delete any record in Argenta, simply click the "Delete" button. A pop-up window will ask if you are sure you want to delete the record. Select "Yes" and the record will be deleted. Be very careful, deletion is a final action and can not be undone.
Here are all the places in Mission Trip Accounts that you can delete information:
- You can delete Files, Contact Logs or Notes wherever you find them in Mission Trip Account screens.
- Mission Trip Accounts - Only if a Mission Trip Account has never been enrolled in any Mission Trip.
- On the Mission Trip Enrollments tab, you can delete enrollments. This is very dangerous because it will delete all corresponding payments, credits, adjustments, notes, files and history for the enrollment. NEVER delete an enrollment unless you're absolutely sure you don't need any related data!
- On the Mission Trip Payments tab, you can delete a payment.
- Be very careful not to delete credit card payments processed by Stripe.
- On the Mission Trip Reserved Credits tab, you can delete credits, but only if they haven't been applied yet. If a mission trip credit has been applied to an enrollment it cannot be deleted, it must be removed from the corresponding enrollment first, then reset back to status "Issued".