Knowledge Base Article

Add Member Payments

Membership Payments track the dues and other payments your members make. Argenta records each one as a payment you can post to your general journal, refund, and receipt.

Add a membership payment

Go to Membership > Membership Payments. This is the full list of your membership payments.
Click Add New. An Add A New Payment box opens asking for three required things: Who Made The Payment, the Payment Date and the Amount.
Click Add Payment & Enter Details. The payment is created and the payment workspace opens on the Payment Details page. Cancel & Exit closes the box without adding anything.

The Membership Payments list header with the filter bar, Add New, bulk actions, Export to CSV, the Public Payment Form link, and the payment total

The list totals every membership payment it is showing you.

Payment Details fields

Record Level Permissions: the Set As View Only and Lock This Record switches.
Payment Amount (required).
Paid by Constituent (required): the member making the payment. Search by name; you can open their record or add a new constituent right from the field.
Add To General Journal: turn this on to post the payment as a deposit, then choose the Fund, the Deposit / Bank Account Used (use *Undeposited Funds if you plan to group checks into one deposit later), and the Account from your chart of accounts.
Payment Date (required, defaults to today).
Receipt Was Given: a switch to note a receipt was handed over. Use the Send Receipt button to email the member a receipt, or Print Receipt for a PDF.
Payment Point of Entry, Payment Type, and Payment Category: pick from the drop-downs (add a new category with the orange add icon).
Check/PO/Reference Number for your records.
Chapter, Division, Department (plus District, Precinct for political teams).
Recurring Schedule: turn on Make this a recurring payment and pick a Frequency (Weekly, Bi-Weekly, Monthly, or Annually). Argenta adds each following payment on that schedule, counting from the payment date, and charges the card when the member pays by card. The series is listed under Membership > Recurring Membership Payments.

The Record Level Permissions row with the Set As View Only and Lock This Record switches

The two permission switches on the payment record.

The Add To General Journal panel with Fund, Deposit or Bank Account Used, Account from the chart of accounts, and Associated Merchant Fee Expense

Turn the switch on and the three required accounting fields appear.

The Payment Date, Payment Status, Payment Amount, Paid by Constituent, Payment Name, and Check number or Reference number fields

Payment Date, Payment Amount and Paid by Constituent are the required ones. Payment Name is optional, and a payment that arrived without one can be left that way.

The Receipt Status row with the Receipt Was Given switch, a Send Receipt button, and a Print Receipt button

Send Receipt emails the member. Print Receipt gives you a PDF.

The Payment Type, Payment Category, Invoice, Payment Method, and Payment Point of Entry fields

The orange add icon beside Payment Category adds a new one on the spot.

The Chapter, Division, and Department drop-downs on a membership payment

Use these when you report on payments by part of your organization.

The Recurring Schedule block with a switch to make the payment recurring and a Frequency drop-down set to Monthly

Set the frequency and Argenta charges from the payment date above.

If the payment came through Stripe, any related merchant fee shows here and the related invoice, if there is one, links out. Save with Save All & Continue or Save All & Exit.

The Save All and Continue, Save All and Exit, Copy and Add New, Delete This Record, and Cancel and Exit buttons

Copy and Add New saves you retyping the next payment.

The rest of the workspace

The payment workspace has these tabs beyond Payment Details:

The Payment Workspace menu showing Payment Details, Connections, Refunds, Payment Files, Payment Notes, and Record Permissions

Six tabs in all, with Payment Details open.

Connections: link the payment to related records.
Refunds: see any refunds on this payment, or click Issue A Refund to record one (partial or full, with a category, date, amount, and method).
Payment Files and Payment Notes: attach files (Add Related Files) and notes (Add A Note).
Record Permissions: grant specific users view-only or locked-record access.