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Tracking Capital Call Payments in ark: Send to GL and Notify Investors from Bank Feeds or Cash Receipts

This guide walks you through how to track capital call payments in ark from two workflows: Bank Feeds and Cash Receipts. You’ll learn how to generate a journal entry, send to the GL, and notify investors of their payment.

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What You’ll Learn

By the end of this guide, you’ll be able to:

  • Tag investor payments to Capital Calls from a synced bank transaction

  • Generate a journal entry from the tagged transaction

  • Trigger a draft investor notification email

  • Use Cash Receipts (if not using Bank Integration) to manually track payments and notify investors

  • Add partial payment adjustments and mark a Capital Call as Fully Received

Who Can Use This Feature

This feature is available to:

  • Ark Client Admin users

  • Basic Admin users with appropriate fund access

Note: arkGL is available only on the full version of the ark platform. Contact sales@arkpes.com or your fund administrator if it’s not yet enabled.

Before You Begin

Make sure the following setup is complete:

  • The fund and ledger have been created in ark

  • A Capital Call has been published via Mailings > Capital Calls

  • If using Bank Feeds, the account is linked and transactions have synced

  • If using arkGL, the Chart of Accounts has been configured

Step-by-Step: Tracking Payments from Bank Feeds

  1. Open the Bank Feeds Page
    • Go to Banks > Bank Feeds and navigate to the Hybrid or Data View tab
  2. Tag the Capital Call and Investor
    • Locate the transaction associated with the Capital Call payment
    • Use the in-line Capital Call Received field to tag the correct Capital Call and investor
    • Fill in required GL Account and Memo Tag fields
  3. Submit to GL
    • Select the transaction and click Send to GL
What Happens Next:

  • A draft journal entry is created in General Ledger > Journal Entries

  • The tagged payment appears on the Cash Receipts page

  • A draft investor notification is generated in Mailings > General Mailings

Additional Notes:

  • Use bulk actions for processing multiple payments

  • If changes are needed, delete the draft journal entry and re-submit the transaction

  • Investor contact permissions must include Capital Call access to receive notifications

Step-by-Step: Tracking Payments from Cash Receipts (Without Bank Integration)

  1. Open the Cash Receipts Page
    • Navigate to Banks > Cash Receipts
  2. Select the Capital Call
    • Choose a published Capital Call from the dropdown list
  3. Enter Payment Details
    • In-line Editing
      • Locate the investor payment line
      • Enter:

        • Amount Paid

        • Check the Cash Received box

        • Date of Receipt

      • Click Save
    • Using the View button
      • Click View next to the investor line

      • Enter or update:

        • Amount Paid

        • Date of Receipt

        • Optional: add up to 2 adjustments for split or corrected payments

      • Click Save

Notify the Investor

  • Select one or more investors using the checkbox on the left

  • Use the Notify option from the Actions dropdown

  • A notification template will appear, pre-filled with fund, call, and payment data

  • Edit and save the draft

  • Review and send the email in Mailings > General Mailings

If an entry has adjustments, you must use the View screen to send the notification.

Submit to GL

  • Select the transaction row and choose Send to GL from the Actions dropdown

  • Or click View and use Send to GL from there

  • Optionally, use Notify and Send to GL to do both at once

What Happens Next:

  • Draft journal entries appear in General Ledger > Journal Entries, tagged with memo tags

  • Emails are saved in Mailings > General Mailings

Summary Boxes

At the top of the Cash Receipts page, you’ll see real-time totals for the selected Capital Call:

  • Total Capital Called – Full amount requested from investors

  • Total Amount Paid – Combined payments received

  • Total Remaining Due – Outstanding balance (excludes overpayments)

Marking a Capital Call as Fully Received

  • Select a Capital Call from the Cash Receipts dropdown

  • Once all payments are recorded, check the Fully Received box

  • The Capital Call will be removed from the Bank Feeds selection list to prevent further linking

Best Practices

  • Always tag the correct Capital Call and investor before sending to the GL

  • Use Bank Feeds where possible to reduce manual entry

  • Use the View screen for split or corrected payments

  • Review draft investor emails before sending

  • Use Memo Tags consistently to improve reporting

  • Confirm contact permissions are in place before sending notifications

FAQ

Q: Where is the draft email saved?
A: Under Mailings > General Mailings

Next Steps

  • Post the journal entry from General Ledger > Journal Entries

  • Review investor payment notifications in Mailings > General Mailings

  • Monitor outstanding amounts via Banks > Cash Receipts

  • Send Capital Call Reminders to remind investors of their outstanding balances

For help, contact support@arkpes.com