Overview
The entry fee (membership fee) is an optional one-time payment collected when a new member joins the organization. This fee is recorded as organizational revenue and helps cover registration and administrative costs.Important: Entry fees are NOT deposited into the member’s savings account. They are recorded as income to the organization. Entry fees are optional - your organization may choose not to collect them.
Before You Begin
Prerequisites:
- Member has been invited and activated their account
- Member has been assigned the “Member” role
- You have
organization_users:writepermission (Administrator or authorized role) - Entry fee amount is defined in your organization’s bylaws
Recording Entry Fees
Step 1: Collect Payment
Collect the membership fee from the new member according to your organization’s bylaws.Step 2: Record in Agatabo
Enter entry fee details
- Amount: Membership fee amount (as defined in bylaws)
- Date: Payment date
- Bank Account: Select which cash/bank account received the payment
- Reference: Receipt number or payment reference (if applicable)
Step 3: Verify Recording
After submitting:- Confirm entry fee appears in member’s profile
- Verify amount is correct
- Check bank account balance increased by entry fee amount
- Issue receipt to member
How Entry Fees Work
Accounting Treatment
Entry fees are recorded as organizational income (revenue), not as member savings: Journal Entry:- Money goes into the organization’s cash/bank account
- Entry fee is recorded as revenue (like other organizational income)
- Member’s savings balance is NOT affected
- The entry fee belongs to the organization, not the member
One Entry Fee Per Member
Each member can have only one entry fee recorded:- Cannot record multiple entry fees for the same member
- If you need to correct an entry fee, you must edit or delete the existing one
- Entry fees are linked to the member’s account permanently
Refundability
Entry fees are typically non-refundable as they represent:- Administrative costs of onboarding
- Organizational operational revenue
- Commitment to membership
Difference: Entry Fee vs Savings Deposit
| Aspect | Entry Fee | Savings Deposit |
|---|---|---|
| Purpose | One-time membership fee | Regular savings contribution |
| Frequency | Once per member | Multiple allowed |
| Accounting | Income (revenue) | Liability (member savings) |
| Member’s savings balance | Not affected | Increases balance |
| Withdrawable | No (organizational revenue) | Yes (per organization rules) |
| Loan collateral | No | Yes |
| Refundable | Typically no | Typically yes |
| Recording location | Entry Fee section | Deposits section |
Best Practices
Entry fee tips:
- Collect entry fee before assigning “Member” role to ensure payment
- Record entry fee on the same day payment is received
- Keep entry fee amounts consistent across all members (as per bylaws)
- Clearly explain to members that entry fees are non-refundable organizational revenue
- Issue receipts immediately after recording
- Document any waivers or special arrangements in meeting minutes
- Review bylaws annually to ensure entry fee amounts remain appropriate
Related Operations
Recording Deposits
How to record regular member savings contributions
Inviting Users
Complete member invitation process
Member Onboarding
Full onboarding workflow including entry fees
Viewing Member Details
Access member profiles and financial history
Need Help?
Understanding Roles
Learn about member roles and permissions
Organization Settings
Configure organization financial settings