Welcome to CampSite

A charge represents the price asked for a service or good (e.g. the cost to attend a session; the price of an enrollment extra; etc.) Charges increase the family's due balance.

Charges are automatically applied to a family's account at the time of their camper's enrollment. Admin users can also create custom charges on the family's profile directly, which will apply towards their overall balance for the year.

Every charge transaction is assigned to a particular camper in the family and also to at least 1 session (relative to the camper's enrollment). This allows for financial reporting on the charges assigned to each session (e.g. when generating the expected revenue per-session and/or the total amount charged for each session).

A discount represents a reduction of the usual price of sessions or enrollment extras. Discounts decrease the family's due balance.

Discounts can be applied to a family's account at the time of their camper's enrollment (via enrollment discounts or by coupon codes). Admin users can also create custom discounts on the family's profile directly, which will apply towards their overall balance for the year.

Every discount transaction is assigned to a particular camper in the family and also to at least 1 session (relative to the camper's enrollment). This allows for financial reporting on the discounts assigned to each session (e.g. when generating the expected revenue per-session and/or the total amount discounted for each session).

A payment represents money your camp has received. Payments decrease the family's due balance.

Payments can be created at the time a camper is enrolled. Admin users may also create new payments via the family's profile page, and parents may submit payments via their Parent Dashboard.

Electronic payments can be transacted through CampSite (via your payment gateway). Payments that were transacted outside of CampSite (e.g. cash or check) can also be recorded in CampSite by an admin user, via the family's profile page.

Every payment transaction is assigned to at least one transaction category, allowing for financial reporting on payments per category. Payments are not assigned to specific sessions or campers.

A credit will reduce the family's balance (like a payment does), but funds are not transacted when a credit created in CampSite (meaning, you cannot debit the family's credit card/checking account when adding a credit to their account). Credits decrease the family's due balance.

Admin users create new credits manually via the family's profile page. When a credit is created, a transaction of funds does not occur via your payment gateway. Credits are simply recorded in CampSite to adjust the family's account balance.

Every credit transaction is assigned to at least one transaction category, allowing for financial reporting on credits per category. Credits are not assigned to specific sessions or campers.

A refund represents payment that your camp returned to a family.

Electronic refunds can be transacted through CampSite (via your payment gateway). Refunds that were transacted outside of CampSite (e.g. via check, or from within your payment gateway portal) can also be recorded in CampSite by an admin user, via the family's profile page.

Every refund transaction is assigned to at least one transaction category, allowing for financial reporting on refunds per category. Refunds are not assigned to specific sessions or campers.

Note that when a refund occurs because the family is no longer responsible for paying certain costs, the charges associated to those costs should also be reversed.

To manually add a payment to a family's account, open the "Financial" tab of the family's profile page.

From the Transactions tab, click the "New payment" button. A pop-up window with four sections will open:

1. Payment details
2. Category breakdown
3. Invoice breakdown
4. Submitting the payment

Certain details on a payment transaction can be edited after the payment is created in CampSite. 

Learn how to edit an existing payment via our Editing a Transaction article.

Reversing or deleting a payment allows you to remove the payment from calculating towards the family's account balance in CampSite, in the case that the transaction did not actually occur (e.g. if a check bounced or a checking account payment was returned for insufficient funds).

Voiding a credit card/ACH payment will cancel the payment before it's settled by your payment gateway.

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

A transaction can be voided until it's been settled. Constellation settles transactions in mass at the end of each day, which means a transaction can be voided on the same day it was created, before being settled by Constellation that evening.

If you attempt to void a transaction that cannot be voided because it's already been settled, you'll receive an error message stating "Referenced transaction is not found..."  Read What do I do when a transaction can't be voided? for more help.

A user must have Financial Read; Create Payments; Create Refunds; and Reverse + Void Transactions permissions (as shown above) in order to have access to the "Void transaction" feature for payments and refunds.

To learn more about user permissions, click here.

Use the "Void transaction" button that appears in the transaction details window of each credit card and ACH transaction on a family, guest, or group profile page.

1. Go to the profile page for the relevant family, guest, group, or donor
2. Open the Financial tab
3. Locate the payment/refund and double click the info icon to open the transaction details
4. Click the Void transaction button
5. Provide a reason for the void and submit

Once as a transaction is successfully voided, CampSite will automatically reverse the transaction with the reversal reason indicating that the transaction was voided.

If a transaction can't be voided because it's already been settled, you can correct the transaction by creating another transaction.

• If it's a payment that can't be voided, create a new refund for the payment to return the necessary funds. Click here to learn more about creating refunds.
• If it's a refund that can't be voided, create a new payment to take back the amount of money that should not have been refunded. Click here to learn how to post a payment.

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Camper Financial Tools" and select "Invoicing and Auto pay."

To access the payment schedule you wish to invoice, select the corresponding payment schedule group.

1. Choose an enrollment year
2. Select a group of payment schedules to access the schedules therein

All payment schedules within the selected payment schedule group will display in separate tables.

Note: Payments must be invoiced in chronological order, starting with the earliest payment on the schedule. Also, admins cannot skip a date / jump ahead in the payment schedule.

• If you no longer wish to invoice a particular payment, delete the payment date using the delete button for it on the far right.
• CampSite will adjust the remaining invoices so that the family's entire payment schedule balance is still collected.

1. The word "No" indicates that the corresponding invoice step has not yet been completed.
2. The link will prompt admins on the next step they need to complete.

In this step, you'll generate an itemized invoice for each family (as a PDF document). The invoice will list all transactions associated with the overall payment schedule and then the current amount that must be paid at this time.

1. Review the checklist.
2. Manage invoice settings.
3. Preview all invoices, and/or remove all zero dollar invoices.
4. Manage individual invoices as needed.
5. Generate all invoices.

The "Generate Invoices" checklist will identify any families who currently have balances of $0 or less for the year, and may need to be removed from the batch before you generate all invoices.

This usually happens if a family pays their balance early and an admin forgot to remove the payment schedule from their account, or an admin made an error when posting transactions to the family's account.

To prevent that family from receiving the present invoice, double click the delete button next to their name.

To confirm that the family shouldn't receive an invoice, we recommend reviewing the "Transactions" tab of their profile page to confirm whether they should remain in the invoice batch.

If a family shouldn't receive any invoices for this payment schedule, remove them from the payment schedule by navigating to the "Invoices" tab of their profile page, clicking the wrench icon, and changing the payment schedule to "None" (as pictured above). For more information on managing a family's payment schedule, click here.

Optionally, admin users have the ability to set all invoices to the same amount, or add an installment fee on every family's invoice.

If needed, download a preview of all invoices before they're generated, and/or remove all zero dollar invoices from this batch.

If needed, admins can review and/or edit individual invoices within the batch.

For each invoice, admins can:

1. Double click to preview an invoice.
2. Click to access the family's profile.
3. View the enrolled campers within the family.
4. Edit the invoice amount, if desired.
   * When an invoice amount is edited, future invoices will account for this change so that the entire balance is still collected.
5. View the percentage of the family's balance that this invoice equals.
6. View any past-due amounts.
   * Any past-due amounts will be added to the amount due on the current invoice being generated.
7. View the family's total payment schedule balance.
8. View whether they're on auto pay for this invoice.
9. Double click to remove the family from the invoice batch.
   * When a family is removed from the batch, CampSite will not generate an invoice for them for this particular payment date.

When you're ready to generate all invoices for this payment date, scroll down to the bottom of the page and click the Generate Invoices button.

All invoices will be generated, and CampSite will redirect to the Payment Schedules page, where you'll be prompted to now send the invoices.

1. When an invoice step has been completed, instead of saying "No," the step will now read the date on which the step was completed.
2. After generating a batch of invoices, admins may access those invoices by double clicking the statement icon pictured above.
3. Next, you'll send all of the invoices that were generated to each family.

To learn more about the "Send invoices" step, click here.

In this step, you'll send a mass email to the families who had an invoice generated for them in the previous invoice step. Each family's invoice will  be attached to this email as a PDF file.

Before sending the mass email, you'll confirm which email message is sent and review invoice settings. Admins may also remove certain families from receiving the email and/or preview invoices before they're sent.

1. Review the checklist.
2. Confirm the e-mail and invoice settings.
3. Confirm the recipients.
4. Send all invoices.

The "Send Invoices" checklist will identify any families who do not have at least one parent with a valid email address designated to receive the family's invoices.

When a family appears on this checklist, they either haven't designated a parent to receive invoices OR the designated parent doesn't have a valid email address on file.

Parents may designate a parent to receive invoices via the Financial page of their Parent Dashboard, or an admin can do it for them via the "Invoices" tab of the family's profile (under Invoice Preferences). Click here to learn more.

If a parent is designated but doesn't have a valid email address on file, the family may add/edit the email addresses on file for each parent via the My Account page of their Parent Dashboard, or an admin can do it for them via the Parents tab of the family's profile.

If you proceed with sending invoices without addressing the families on the checklist, their invoices will be emailed to you instead.

Next, specify which email message to send to each family and customize the invoices.

1. Select one of your saved family emails to send to each family. If you don't already have a message created for invoicing purposes, you can create one now by clicking "Create a new saved family email..."
2. Customize the footer text that will appear at the bottom of each invoice. You can designate a different footer for families on auto pay vs. families who are not on auto pay.
3. Select whether or not to include the payment coupon on auto pay invoices. The payment coupon collects the family's credit card information by hand which they can then mail in to your camp.

Tip: To preview an invoice footer, double click the dollar sign icon next to a family on this page. To view the payment coupon, open an invoice for a family that's not on auto pay.

Next, confirm which families are included in the mass email.

1. Remove a single family from receiving this email by deselecting the box next to their name. You can also click to select "all/none" as needed.
2. Double click dollar sign icon to view the invoice.
3. To view all invoices, click "get preview of all invoices." Enter your email address in the pop-up window and CampSite will email you a .pdf preview of all invoices.

When you're ready to email all of the families selected on this page, scroll down to the bottom of the page and click the Send Invoices button.

Upon clicking this button, the mass email will be sent.

CampSite will then redirect to the Payment Schedules page, where the next step will be to run automatic payments (on the date that payment is actually due).

When the next step is to debit automatic payments, the link will read "Run now" underneath the "Auto pay" column for the corresponding payment date.

Please note: An admin user must manually trigger this step - CampSite will NOT run this step automatically.

To learn more about how to complete the "Auto pay" step, click here.

In this step, you'll debit all of the families who are set up for "auto pay" for the present invoice.

Before debiting the payments, you'll have the option to remove families from being debited and/or update the amount to debit from each family.

1. Review the checklist
2. Manage individual families/auto pay amounts
3. Run auto pay
4. Review the Auto Pay Results page

The "Run Auto Pay" checklist will identify any families who are not prepared to have automatic payments debited or who have a $0 balance for the year.

If needed, admins can review and/or edit which families are set to be debited and for how much.

For each family, admins can:

1. Click to access the family's profile.
2. View the payment method to be debited.
3. View the invoiced amount.
4. View the past-due amount (i.e. unpaid amounts from previous invoices).
   All past-due amounts will be debited along with the present invoice amount.
5. View the amount to be charged during auto pay
   I.e. the present invoice amount + past-due invoice amounts.
6. View the family's overall payment schedule balance.
7. Double click to remove the family from the auto pay batch.
   When a family is removed, CampSite will not debit their invoice payment.

When you're ready to debit all of the payments listed on this page, scroll down to the bottom and click the Run Auto Pay button.

All payments will be processed. Next, CampSite will redirect to "Auto pay results" page.

The Auto Pay Results page summarizes the status of each payment that was debited within the auto pay batch.

To learn more about the Auto Pay Results page, click here.

Once the "Auto Pay" step has been completed for a particular payment, the next step will be to generate invoices for the next invoice (at the appropriate time).

The invoice link will move to the 'invoices generated' step accordingly.

Filter which payments display in the results based on their processing status. When you're finished, click "Refresh results" to view payments with the status(es) you've selected.

• "Not Yet Run" refers to payments that haven't been processed yet. You might see this initially if you're processing a large batch of payments, and certain payments haven't been attempted yet. Use the "Refresh results" button to reload the page and view the updated status after the payment has been run.
• "Processing" refers to payments that are still currently processing. Again, use the "Refresh results" button to reload the page and view the updated status for the payment after processing has finished.
• "Approved" refers to payments that were processed successfully.
• "Declined" refers to payments that could not be processed successfully.
• "Error" refers to payments that could not be processed due to an error.

 Note: CampSite will NOT automatically re-attempt unsuccessful payments. Any payment that "declines" and "errors" must be re-processed manually, via the family's profile page. To learn how to manually process a payment, click here.

1. Refresh the results.
   Use the "refresh" button to apply your filters above, or if you have payments that have "not yet run" or are "still processing."
2. Print the results.
3. Export the results as a spreadsheet.
4. View the family's name (click to access their profile)
5. View which invoice the payment applied towards (by ID)
6. View the amount paid.
7. View the payment method.
8. View the payment processing results.
9. View the result details (for declined/errored payments).

Users can always access the Auto Pay Results page for an invoice via the payment schedule page, by clicking the "Results" link to the right of the associated payment date.

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Camper Financial Tools" and select "Accrual Assigner."

Each row on the accrual assigner page represents a different transaction. Transactions will be presented in chronological order, starting with the earliest transactions first.

If you have multiple pages worth of transactions that need to be assigned, you can access the next page of transactions after you submit assignments for the first page.

For each transaction:

1. Use the dropdown menu(s) in the Sessions column to select which session to assign to the transaction.
   Click "Add session breakdown..." to assign the transaction to more than 1 session if needed.
2. Confirm the amount to allocate towards each session.
   If assigning a transaction to multiple sessions, all session amounts must add up to the total transaction amount.

CampSite will suggest sessions based on the camper's enrollments. View the "confidence" level for more details as to why those suggestions were suggested (and how confident  CampSite is in suggesting them).

However, you may also want to review the camper and family's profile pages for context in choosing which session(s) are most appropriate.

After you've selected sessions, save them by clicking the "Submit session assignments" at the bottom of the page. Note that it's not necessary to assign sessions for all transactions in order to submit the page, but any transactions without a session assigned will remain in the accrual assigner.  

Upon submitting, the page will refresh and display any additional transactions that need session assignments.

1. Select the appropriate enrollment year
2. Click 'Add new accrual period'

1. Name the accrual period
2. Select which sessions to include in this accrual period
3. Click 'Add accrual period' to create the period

Note: You cannot assign a session to more than one accrual period.

1. Click and drag to rearrange the order your accrual periods appear in.
2. Double click to edit the accrual period name/sessions.
3. View the sessions currently assigned to the accrual period.
4. Double click to delete the accrual period.

The accrual periods you create will appear on the Camper accrual summary (by accrual period) report. 

When generating this report, CampSite will calculate the total earned income for all sessions within each accrual period combined. To learn more about using this report, click here.

The report filters you select determine whether or not your report results include just the original transaction or the original transaction AND the reversal transaction.

For all financial reports that provide an itemized log of transactions (e.g. the Transaction Log; Camper Accrual Transaction Log, etc.), you must select "Reversals" in the Transaction Types filter in order for the results to include the reversal transaction, as pictured above.

For financial reports that present transaction summaries (instead of itemized transactions) - like the Camper Accrual Transaction Summary; Camper Accrual Summary (By Session or Accrual Period) - reversed transactions will be summed together in a separate  "Reversals" column.

For example, in the Camper Transaction Summary as shown above, the Reversals column reflects all charge, discount, payment, credit, and refund reversals summed together. The individual Charges / Discounts / Payments / Credits / Refunds columns reflect all original transactions (without reversed transactions removed).

As such, the totals of each transaction type (highlighted in yellow above) still include transactions that were later reversed. Only the net total (in the very bottom right cell) reflects only transactions that were not later reversed, by summing all charge, discount, payment, credit, refund and reversal totals together.

That said, the Camper Transaction Summary report is not designed for identifying the total amount of certain transaction types (like total charges or total payments) as those numbers will not have reversed transactions removed. If you need the total amount for a certain type of transaction, use the Transaction Log instead.

To control which transactions populate in your report results, use the report filters.

Filter transactions by:

1. Enrollment year
2. Transaction type
   • By selecting 'Reversal', the report results will account for reversals of any of the other transaction types that are also selected - e.g. selecting "Charge" and "Reversal" will generate all original charges, and then deduct the charges that were later reversed. Click here to learn more.
3. Payment method (applies only to 'payment' and 'refund' transactions)
4. Transaction category
5. Which payment schedule they're on
   • "None" refers to transactions that are not associated to any payment schedules.
6. The date when the transaction was created
7. Amount
8. The text within their "Description" field
9. Click Run Report to generate the transaction log

1. Double click to print or export the report, and view how many transactions were found
2. For each transaction, view the following details:
   • Section: The module that the transaction corresponds with
   • ID: The unique ID number assigned to each transaction
   • Created: The date the transaction was created
   • Created by: How the transaction was created
   • Family / Group / Guest: The name of the account to which the transaction belongs. Click to view their profile.
   • Family ID / Group ID / Guest ID: The ID number for the person to whom the transaction belongs
   • Camper: The name of the camper that the transaction is associated with (only relevant to Charges and Discounts )
   • Type: The transaction type (charge, discount, payment, refund, credit, or reversal)
   • Method: The payment method used for the transaction (only relevant to Payments and Refunds)
   • Category: The category assigned to the transaction
   • GL Code: The ledger code tied to the transaction category with which the transaction is associated. Manage ledger codes in the Camper Setup Wizard Step 3
   • Description:The description assigned to the transaction.
     • For pre-defined transactions, the Description is the name for that pre-defined transaction (e.g. Tuition Plan name)
     • For transactions that were created manually, the admin user types the description when creating the transaction
   • Payment schedule: The name of the family's payment schedule to which the transaction has been assigned. If the transaction is not assigned to a payment schedule, the report will say "None."
   • Amount:The full amount of the transaction.
     • Charges and Refunds will display as a positive number
     • Payments, Credits, and Discounts will display as a negative number
     • Reversals will display as the inverse of the original transaction
3. See the grand total of all transactions

To control which transactions populate in your report results, use the report filters.

Filter by:

1. "Section" (i.e. the modules in your CampSite subscription)
2. Enrollment years
3. Payment method
4. The date when the payment was created
   • Leave this blank to report on all transactions from the selected enrollment year
5. "Combine electronic payments + checks" refers to payments that were applied to multiple transaction categories
   • If yes, these payments will display as a single transaction in the results
   • If no, the results will break down these payments so they display as a separate payment for each category they were assigned to
6. Choose whether to include payments that were later reversed* from the family's account

*Reversed does not mean refunded.

The report results will be broken down by total payments per payment method;  total payments per transaction category; and an itemized log of each individual payment.

Check payments that have not yet been marked as deposited will display at the top of the page.

For each check, view which event (module) the check falls under; the transaction ID for the payment transaction; when the check payment was created in CampSite; which account the payment was applied towards; the check number; and the amount.

To record a new deposit:

1. Checkmark the checks that have been deposited
2. Click Create new check deposit.

All selected checks will be removed from the "Undeposited checks" section, and a new check deposit containing those checks will be created.

For each check deposit:

1. Double click to export the check deposit information as a spreadsheet
2. Double click to print the check deposit information
3. Double click to delete the check deposit.
   All checks within that deposit will return to the "Undeposited Checks" section of this page to be re-deposited again as needed.

Once marked as deposited,  check payments will include their check deposit ID number in the transaction details.

Filter your results by:

1. Transaction type
2. When the transaction was deleted (leave blank to generate all transactions)
3. Click "Run report" to generate your results

1. Double click to print the report
2. Double click to export the report as a spreadsheet
3. View the section that the deleted transaction falls under
4. View the time + date when the transaction was originally posted**
5. View the time + date that the transaction was deleted
6. View which admin user deleted the transaction
7. View the family/group/guest to which the transaction had been applied. Click to view their profile.
8. View the transaction ID number
9. View the transaction type (charge, discount, payment, credit, or refund)
10. View the amount of the transaction
11. View the reason that the admin user input when they deleted the transaction.

**Only transactions that were deleted after the "Original Transaction Date" column was added to this report in January 2021 will show data in this column. Seeing a - in the report results indicates that the transaction was deleted before this data was designed to display in the report.

Filter expired credit cards by:

1. Section (i.e. which module the saved credit card falls under)
2. Credit card type
3. Expiration date (month and year)
4. Primary cards only
   • Primary cards are those designated for use on auto payments during the invoicing process.
5. Click Run Report to generate your results

Expired credit cards (per your report filters) will display in the results.

1. Double click to print the results
2. Double click to export the results as a spreadsheet
3. Double click to mass e-mail everyone listed in the results (e.g. to request that they update their saved credit card[s] on file)
4. For each expired credit card, view the following details:
   • Section: The module that the saved credit card falls under
   • Family / Group / Guest / Donor: The name of the account to which the card is saved. Click to view their profile.
   • Family ID / Group ID / Guest ID / Donor ID: The ID number for the account on which the card is saved
   • Card: The credit card type, last 4 digits, and card ID
   • Expiration date: The month and year on which the card expires

1. Select an enrollment year
2. Filter transactions by the month they were created in CampSite
   • For example, if 2020 is selected as the year, and the month of January is checkmarked, the report will generate any transactions created during the month of January of any year, that are applying towards the 2020 enrollment year.
3. Filter transactions by a specific timeframe when they were created
   • Leave the date range blank to report on all transactions from the selected enrollment year/months
4. Click Run Report to generate your results

Note: If you filter by month or date range, the report results will only include 'Reversals' that occurred during the timeframe selected. 

For example, if a charge was created in January and then reversed in March, and you only select January in your report filters, your results will not reflect the reversal, since the transaction was not reversed during the timeframe that you're filtering for.

1. Double click to print or export the report results.
2. View transaction totals by transaction category
3. View transaction category totals by transaction type
4. View the grand total

Each row of the report results will present the transaction totals per transaction category. See the column headers for each transaction type.

The "total" listed on the far right represents the net total of all transactions for that particular category.

A positive net total represents how much your camp still needs to be paid.

A negative net total indicates that your camp received too much payment (because the total amount of payments you've collected is higher than the amount that you've charged families to pay).

For example, in the screenshot above, the After School category has a net total of $1635, because $1645 in charges have been posted but only $10 in payments have been collected. The camp still needs to collect $1635 in payments for the current charges that have been posted for the After School category.

The School Break category, on the other hand, shows a total of $0.00, to indicate that all charges have been paid for this category. This is calculated by taking the $2400 total charges and subtracting the $50 in discounts, for an adjusted total charges of $2350. With $2350 in received payments, all charges have thus been paid.

Each column of the report results will present the transaction totals of that particular type of transaction. Refer to each row for the total per transaction category.

When viewing the net totals at the bottom, please be aware that the net total does not account for reversals. ALL reversals are accounted for in the 'Reversals' column only.

That said, this report is not designed for identifying the total amount of certain transaction types. If you need that information, use the Transaction Log instead.

See the bottom right cell of the report for the net total of all transactions.

For example, in the screenshot above, the grand total of all transactions summed together equals a net of $70,192.28. 

A positive net represents how much your camp still needs to be paid.

A negative net indicates that your camp received too much payment (because the total amount of payments you've collected is higher than the amount that you've charged families to pay).

Filter which families display in your report results.

1. Year: Filter which families appear in the results, based on enrollment year. Families who had any transactions created for the selected year will appear in the results (depending on other filters).

2. Balances: Filter which families appear in the results, based on whether they have a positive or negative/zero balance.

3. Balance range: Filter which families appear in the results, based on their overall balance amount.

4. Payment schedules: Filter which families appear in the results, based on which payment schedule(s) they're on.

5. Date range: Filter for transactions that occurred during a certain timeframe.

• If you filter by "Balance" and "Date range", the results will generate only families with that type of balance during that date range, and their transaction totals will only reflect transactions that existed during that timeframe*.

* Note that transactions that were reversed or deleted will not appear in the results - even if they were reversed/deleted outside of the filtered date range.

1. Double click to print the report results
2. Double click to export the report results
3. Double click to send an email to all families listed in the results. You'll be redirected to CampSite's email page.
4. View the total number of families found (based on your report filters)
5. The family's ID number
6. The family's last name. Click to access their profile.
7. The name(s) of the enrolled camper(s) in the family. If blank, the family has no enrolled campers currently.
8. Which sessions the enrolled campers are enrolled in. If blank, the family has no enrolled campers currently.
9. The total amount of charges, payments, refunds, discounts, and credits on the family's account, plus their current total balance
   • If you filtered by date range filter, these amounts will reflect transactions that existed during that timeframe.
   • Transactions that were later reversed or deleted will not be included in these amounts - even if they weren't reversed during the filtered date range.
10. The date on which the family's last payment was made.
11. Which payment schedule(s) the family is on
12. Click any column header to sort the results by the values in that column. Click once to sort in ascending order; click twice for descending. For example, click "Balance" once to sort families from the lowest balance to the highest balance.

In the very bottom row of the results, view the grand total amount of all:

1. Charges
2. Payments
3. Refunds
4. Discounts
5. Credits
6. Family balances
   • The grand total of all family balances will represent the total amount of payment you still need to collect from your camp families.

Filter which transactions display in the report results.

1. Choose which enrollment year to report on
2. Filter transactions by transaction type
   • By selecting 'Reversal', the report results will account for reversals of any of the other transaction types that are also selected - e.g. selecting "Charge" and "Reversal" will generate all original charges, and then deduct the charges that were later reversed.
   • Click here to learn more about reporting on reversals.
3. Filter transactions by transaction category
4. Filter transactions by the sessions they're assigned to
5. Filter transactions by their description
6. Filter transactions of a certain amount range. Leave blank to search all amounts.
7. Filter transactions based on the date they were created. Leave blank to search all dates.
8. Click Run Report to generate your results

1. Double click to print or export the report, and view how many transactions were found
2. For each transaction, view the following details:
   • Family ID: The ID number for the family to whom the transaction belongs
   • Transaction ID: The unique ID number assigned to each transaction
   • Created: The date the transaction was created
   • Created by: How the transaction was created
   • Camper: The name of the camper that the transaction is associated with (only relevant to Charges and Discounts )
   • Type: The transaction type (charge, discount, payment, refund, credit, or reversal)
   • Session: The session to which the transaction is assigned.
   • Accrual Period: If applicable, the name of the accrual period the session/transaction falls under. Click here to learn more.
   • Category: The category assigned to the transaction
   • GL Code: The ledger code tied to the transaction category with which the transaction is associated. Manage ledger codes in the Camper Setup Wizard Step 3.
   • Description: The description assigned to the transaction.
     • For pre-defined transactions, the Description is the name for that pre-defined transaction (e.g. Tuition Plan name)
     • For transactions that were created manually, the admin user types the description when creating the transaction
   • Amount: The full amount of the transaction.
     • Charges and will display as a positive number
     • Discounts will display as a negative number
     • Reversals will display as the inverse of the original transaction

Scroll down to the very bottom of the page to view the grand total of all transactions in the report results.

This figure represents the revenue you can expect to receive when all of the above charges have been paid for.

Filter which sessions to generate the total charges for, and/or which transactions are included in the results.

1. Choose which enrollment year to report on
2. Filter transactions by transaction type
   • By selecting 'Reversal', the report results will include reversals of any of the other transaction types that are also selected - e.g. selecting only "Charge"and "Reversal" will generate current charges and reversed charges.
3. Filter which sessions to generate the total charges/discounts for.
4. Filter transactions based on the date they were created. Leave blank to search all dates.
5. Click Run Report to generate your results

1. Double click to print the report results.
2. Double click to export the report results as a spreadsheet.
3. View the results for each session, displayed in a separate table.

For each session included in the report results, view the following details:

1. Session name.
2. Each of your camp's transaction categories, displayed in separate rows.
3. The GL code assigned to each category.
4. The total amount of charges posted for the session, per category (before reversals are removed).
5. The total amount of discounts posted for the session, per category (before reversals are removed).
6. The total amount of all reversed* charges and discounts posted for the session, per category.
7. The grand total of charges per category (less any discounts and reversals).
8. The overall grand total of charges for the session (less any discounts and reversals) - i.e. the revenue you can expect for this particular session.

*Learn more about reporting on reversals here.

Look at the bottom right cell in each session table for the total charges/amount of expected revenue for that session (once all charges have been paid).

In the screenshot above, Camp Firewood currently has $133.56 in charges posted for the Afterschool Program - Fall Semester - Fridays session, so they can expect to receive that much money for this particular session once all families have paid those charges in full.

• If your camp requires parents to pay in full at the time they enroll, and therefore no families have an outstanding balance after enrollment, then you will have already received the expected revenue indicated on this report.
• If you offer payment schedules, you'll receive the expected revenue once all invoices are paid.

Filter which transactions are calculated into your results, as well as which accrual periods are reported on.

1. Select an enrollment year
2. Select which transaction types are calculated in the results
3. Select the accrual periods to include in the results
4. Filter transactions by the date they were created (leave blank to search all dates)
5. Click Run Report to generate your results

For each accrual period, CampSite will total together the transactions associated to all sessions within the accrual period.

1. Double click to print the report results.
2. Double click to export the report results as a spreadsheet.
3. View the results for each accrual period, displayed in a separate table.

If needed, filter which families are generated based on their campers' enrolled sessions, which payment schedules they're on, and the amount they have past-due.

1. Select an enrollment year
2. Filter families based on which session(s) their camper is attending
3. Filter families by payment schedule
4. Filter families by the amount of their past-due invoice(s). Leave blank to search all amounts
5. Click Run Report to generate your results

Each family identified by your report filters will display as a separate row in your results.

1. Double click to print the report results
2. Double click to export results as a spreadsheet
3. Double click to resend the past-due invoices to all families in your results
4. Double click to download a PDF copy of all past-due invoices in the results
5. Click to include/exclude a family when emailing or generating all invoices
6. View the family's current payment schedule balance
7. View the family's past due balance per how many days past due it is
   For example, the results above indicate that the Paulson's have a $100 balance past-due by 91+ days.
8. View a list of each past-due invoice (including the due date and amount)
9. View the grand total of all invoices that are past-due
10. View the family's overall balance for the entire year
11. View the grand total of all past-due invoice amounts, for all families
12. View the grand total of all family balances for the year

Send a mass email to all families with an attached copy of their past-due invoices.

Double click the envelope icon to draft/send your email

• To exclude certain families from being emailed, deselect their  checkbox on the far left before beginning the email process.

After double clicking the email icon, you'll be asked to specify the recipients and email content. CampSite will automatically attach a PDF copy of the relevant invoice(s) to each family's email.

1. Select which parents to email the invoices to
2. Customize the subject line of the email
3. Customize the body of the email message
4. Customize the footer that displays at the bottom of the invoice PDF
5. Click to send the email

View the sent email on the family's profile. To view a copy of the invoice that they received, click the subject line to open the email contents, and then click the attachment link.

1. Select which year to report on.
2. Select whether to report on pending and/or sold packages.
3. Select whether to report on positive and/or negative package balances.
4. Filter by a date range of transactions by entering a start and end date.

The results will provide the following columns of information:

1. The total number of results that were generated (per any filters applied)
2. The group's ID number
3. The group's name
4. The package name
5. The package status (pending or signed)
6. The total amount of charges, discounts, payments, credits, and refunds for each package
7. The current package balance
8. The last payment that was made towards the package. If no payment has been made, the report will say "no payments"
9. The grand total of charges, discounts, payments, credits, refunds, and balances for all packages in the report.

Double click to:

1. Print the report
2. Export the report results as a CSV file
3. Send an email to all group leaders for the groups in the results