Credits

1. Choose the correct enrollment year that should be credited.
2. Click the New credit button.

1. Apply a date for the credit.
2. Select one of the family's payment schedules to assign the credit towards. * The invoices for the selected payment schedule will then reflect the credit (to reduce the amount that must be paid).
3. Select a transaction category to assign the credit towards.
4. Optional: Apply a description to the credit transaction. Descriptions will show to parents on their statement, and can also be useful to admins when running financial reports.
5. Specify the amount of the credit.
6. Click Submit to create the credit.

* If you apply a credit to the family's account before they've enrolled for camp, the family will not be on a payment schedule for you to apply the credit towards. If they later sign up for a payment schedule, an admin will then have to edit the credit transaction to associate the credit to the family's payment schedule, in order for the family's invoices to reflect the credit. If the credit is not updated as such, the family will end up being invoiced to pay more than they should. Click here to learn how to edit a credit transaction.

Reversing or deleting a payment allows you to remove the credit from calculating towards the family's account balance.

To learn how to reverse or delete a transaction, please click here.

No, credits do not automatically roll over to the next year during the rollover process. Credits do not roll over at any point at all. A family's balance, whether positive (due to unpaid amounts) or negative (due to a credit), is considered a value specific to that year, so balances are not rolled over to next year during the rollover process. For example: In order to apply a family's payment in 2026 as a credit for 2027, an admin user needs to manually credit the family's 2027 balance and then reverse the original payment under 2026.

To credit a family's balance:

• Access the Financial Transactions tab of the family's profile page.
• Select the 2027 year, and then click to create a new credit. For the amount, enter the amount of payment the family wishes to rollover from 2026.
  • Note that families will not have a 2027 financial record until you have completed at least Step 1 of the Rollover Wizard.
• Next, access the family's 2026 transactions and reverse (not refund!) the payment(s) that were credited to 2027.

Note that if you apply a credit before the family enrolls, and the family goes onto a payment schedule upon enrolling, the credit will not be applied to their payment schedule automatically. With that, an admin will then need to edit the credit after the family enrolls and place it onto the family's payment schedule so that the family's future invoices reflect the credit. If the credit is not added to the family's payment schedule by an admin, the family's invoices will be too high. Click here to learn how to edit a transaction.

After you've reversed the camper's previous years charges but kept the family's payments on their account, the family will be left with a negative balance. That said, you can generate a report of families with a negative balance for a previous year to identify those who should receive a credit for the new year.

You can generate a list of all families with a negative balance by running the Family Summary report from the Financial Dashboard. Make sure to select the previous year, and filter only "Zero/negative" Balances. Once the report populates, look for families with a negative amount under the "Balance" column.

No, parents can not use credits/credited balances to “pay” for a new enrollment. A family's current account balance does not impact the camper's enrollment form balance, meaning that having a credit/negative account balance will not reduce the regular costs of enrollment. A credit/negative balance will only reduce the camper's remaining balance that they still need to pay after they've been enrolled. The camper will still be subject to the regular fees and required to pay the standard minimum (whether that's a minimum deposit or payment in full). 

Keep in mind that payment is not debited until the camper's enrollment is approved, and campers are either approved manually or automatically depending on your camp's enrollment form processing mode. 

Camps using Manual Enrollment Processing**

• Though parents are asked for payment information before submitting the enrollment form, payment is not debited until you approve the camper's request. At that time, you also control how much payment is debited.
• So, although they'll still see the full enrollment balance/minimum deposit when they checkout, you can reassure them that you'll adjust how much they're actually debited when you process their request.
• Debit them less than the usual amount (or, nothing at all) via the "Payment amount" section of the enrollment wizard when approving that camper's enrollment.
• You could also create a custom payment method for parents to select when checking out on the enrollment form (e.g. "Pay with account credit") so they can indicate that they want to pay using their credit as opposed to their credit card etc. The admin approving the camper's request would then adjust the payment amount accordingly before finalizing the camper's enrollment.

Camps Using Automatic Enrollment Processing

• Payment is debited at the time the enrollment form is submitted. The amount that must be paid is based on your standard settings that apply to all campers (i.e. whether you require payment in full or a minimum deposit).
• You can't make an exception to those standard settings for certain families. However, a few workarounds include:
  • Create a coupon code worth the family's credit amount and provide the code to the family to enter at checkout.
  • Manually process the camper’s enrollment instead. This way, you can specify the payment amount that's debited at the time of enrollment.
  • Configure a $0 deposit to allow all families to enroll without paying anything up front. Families with a credit would then get to "use" that credit towards their remaining balance.

**Enable Manual enrollment processing by navigating to Admin>Campers>Setup wizard>Step 8: Enrollment form setup. Read our Enrollment Requests article to learn more about processing enrollment manually.