> ## Documentation Index
> Fetch the complete documentation index at: https://help.agatabo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Entry Fees

> Recording one-time membership fees for new members

## 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.

<Note>
  **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.
</Note>

## Before You Begin

<Note>
  **Prerequisites:**

  * Member has been invited and activated their account
  * Member has been assigned the "Member" role
  * You have `organization_users:write` permission (Administrator or authorized role)
  * Entry fee amount is defined in your organization's bylaws
</Note>

## 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

<Steps>
  <Step title="Navigate to Organization Users">
    Click **Organization Users** in the sidebar
  </Step>

  <Step title="Find the member">
    Search for or click on the new member's name
  </Step>

  <Step title="Navigate to Entry Fee section">
    In the member's profile, find the **Entry Fee** section or tab
  </Step>

  <Step title="Click 'Record Entry Fee'">
    Opens the entry fee recording form
  </Step>

  <Step title="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>

  <Step title="Submit">
    Click **Record Entry Fee** to save
  </Step>
</Steps>

### Step 3: Verify Recording

After submitting:

1. **Confirm entry fee appears** in member's profile
2. **Verify amount is correct**
3. **Check bank account balance** increased by entry fee amount
4. **Issue receipt** to member

## How Entry Fees Work

### Accounting Treatment

Entry fees are recorded as **organizational income (revenue)**, not as member savings:

**Journal Entry**:

```
DEBIT:  Cash/Bank Account     [amount]
CREDIT: Entry Fee Income       [amount]
```

**What this means**:

* 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

<Warning>
  **Entry fee ≠ Savings deposit**: The entry fee does not increase the member's savings balance. It's organizational revenue. If you want to credit their savings account, record a separate deposit after the entry fee.
</Warning>

### 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

Check your organization's bylaws for your specific refund policy.

## 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

<Note>
  **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
</Note>

## Related Operations

<CardGroup cols={2}>
  <Card title="Recording Deposits" icon="money-bill-wave" href="/tontines/deposits/recording-deposits">
    How to record regular member savings contributions
  </Card>

  <Card title="Inviting Users" icon="user-plus" href="/tontines/organization-users/inviting-users">
    Complete member invitation process
  </Card>

  <Card title="Member Onboarding" icon="list-check" href="/tontines/workflows/new-member-onboarding">
    Full onboarding workflow including entry fees
  </Card>

  <Card title="Viewing Member Details" icon="address-card" href="/tontines/organization-users/viewing-member-details">
    Access member profiles and financial history
  </Card>
</CardGroup>

## Need Help?

<CardGroup cols={2}>
  <Card title="Understanding Roles" icon="sitemap" href="/tontines/organization-users/roles">
    Learn about member roles and permissions
  </Card>

  <Card title="Organization Settings" icon="gear" href="/tontines/settings/organization-settings">
    Configure organization financial settings
  </Card>
</CardGroup>