Camper Spending Money

Spending Money Training Video
Camper Spending Money Dashboard

The Camper Spending Money module allows admin users to track spending money and transactions made by campers throughout the summer.

To access the Camper Spending Money dashboard, select "Spending money" from the Campers dropdown menu on the navigation bar.

From the Spending Money Dashboard, admins can create new deposit and withdrawal transactions in  mass; generate a log of existing spending money transactions; and manage spending money categories.

To learn more, click here and read our corresponding support articles.

Creating Deposits and Withdrawals in Mass

Create transactions in mass via the Spending Money Dashboard.

When creating transactions in mass, you can either enter a different transaction per camper or add the same transaction to all campers in the report.

Keep in mind that transactions made individually or in mass via the Spending Money Dashboard will not transact funds through your payment gateway. To transact funds, a deposit will need to be made either on the camper profile page or on the parent dashboard. 

First, create the list of campers you wish to create transactions for.

The Dashboard

  1. Select an enrollment year
  2. Select a specific session
  3. Filter campers by division or bunk
  4. Filter by camper spending money balance (positive, zero, negative)
  5. Filter by specific divisions or bunks (based on the Mode selected)
  6. Click "Get campers" to generate your list of campers

Transactions

Creating Individual Transactions

For each relevant camper, go to the corresponding row and provide the transaction type, category, description, and amount.

To create all of the transactions, click the Submit batch transaction button at the bottom of the page.

Confirm the batch transaction by clicking the OK button.

Creating the Same Transaction for All Campers

To add the same transaction to every camper in the report, start by clicking the link to "Set all transaction values...", right below the "get campers" button.

You'll then be asked to provide the transaction details.

  1. Select the transaction type (Deposit or Withdrawal)
  2. Select a transaction category to assign the transaction to
  3. Enter a description for the transaction
  4. Enter the transaction amount
  5. Click "Set all values"

The transaction details (Type, Category, Description, and Amount) will now be applied to every camper in the Spending Money report.

If needed, you can still edit individual transactions by clicking and editing the details within the relevant camper row.

To create all of the transactions, click the Submit batch transaction button at the bottom of the page.

Confirm the batch transaction by clicking the OK button.

After Transactions are Created

The report will refresh and each camper's Balance will update to reflect the batch transaction that was just posted.

On each's camper profile, you'll also see the new transaction posted within the camper's Spending Money tab.

Again, these transactions can be posted to the Spending Money for the camper, but are not transacted through your payment gateway when created via the Spending Money Dashboard. You will not receive funds for these transactions.

Spending Money Transaction log

The Spending Money Transaction log allows you to report on all the Spending Money deposit/withdrawal transactions in your database.

To access the Spending Money Transaction Log, click the appropriate link on the Spending Money Dashboard.

Transaction Log Filters

  1. Filter which year's transactions you wish to generate.
  2. Filter the transaction types you wish to generate.
  3. Filter transactions based on the transaction category they've been assigned to.
  4. Filter transactions based on their description. Enter text into the text box and only transactions with a description containing this text will generate in the report results.
  5. Filter transactions that were created during a certain date range.
  6. Click "Run report" to generate your results.

Report Results

For every transaction generated onto the report, view the transaction ID, the date + time the transaction was created, the camper first + last name, and the transaction details (type, category, description, and amount).

  1. Double click to print the report.
  2. Double click to export the report as a CSV file.
  3. View the grand total of all transactions.
  4. The report results will display a maximum of 50 transactions on one page. If your report contains more than 50 transactions, click the arrow keys to navigate to different pages.
Managing Spending Money Categories

Every spending money transaction must be assigned to a transaction category for reporting purposes. From the "Spending Money Categories" page, you can add, edit, or delete the categories available for all spending money transactions.

To create/manage Spending Money categories, click "Manage spending money categories..." from the Spending Money Dashboard.

  1. Add a new transaction category.
  2. View existing transaction categories.

Add a New Category

  1. Enter the name of the new Spending Money category
  2. Click "submit" to save

Edit a Category

Double click on the current category name to edit it. Make your changes, then click OK to save.

Delete a Category

Double click the red delete button on the right. Note: You can only delete a category IF it hasn't been assigned to any transactions yet.

Managing Deposits and Withdrawals from the Camper's Profile

Manage an individual camper's Spending Money deposits or withdrawals via the Spending Money tab of their profile.

From this tab, admins can:

Spending Money Tab

Select the correct year tab then select the Spending Money tab underneath.

To add a transaction, click "+ Add transaction"

Add Transaction

To record a new transaction, click "add transaction..."

  1. Select the transaction type (deposit or withdrawal)
  2. Select the Payment Method to transact for deposits. This will charge the method of payment selected upon clicking "Submit"
  3. Select the transaction category
  4. Enter a description
  5. Enter the transaction amount
  6. Click "Submit"

Adding a transaction will give you the option to process payment via the family's electronic payment methods on file.

Existing Transactions

  1. View the details for each spending money transaction.
  2. View the camper's current balance.

Editing a Transaction

Edit the "category" or "description" of a withdrawal by double clicking on the current value, making your changes, and clicking OK to save.

If you need to edit the amount, you must delete the transaction and recreate it.

Deleting a Transaction

Double click the "i" icon to edit a transaction.

Click Delete Transaction.

 When deleting a transaction you will see the following text: "This transaction is an electronic payment, and the corresponding transaction in your payment gateway should also be voided."

 

Managing Spending Money on the Parent Dashboard

Parents can add spending money to their campers account via the Parent Dashboard at any time.

Keep in mind, a camper must be enrolled in the current Campsite year for a parent to be able to have access to the Spending Money module on the Parent Dashboard.

To begin, a parent should first login to their Parent Dashboard via the login page.

Once logged in, parents should click on the "Spending Money" tab on the left side bar.

The parent will then see the Spending Money Dashboard for all enrolled campers for this Campsite Year.

From here parents can view:

  1. The year. If more than one year is open at your camp at the same time, and the camper is enrolled in both years, parents can choose the year dropdown to designate which year spending money they are viewing.
  2. The ability to add a Deposit.
  3. The available funds for the camper for the current selected year.

Making a Deposit to Add Funds

To make a new deposit, a parent should select the "Add Deposit" button. From the pop up screen, they can select the payment method that they would like to have charged and the amount for the deposit.

Payment methods must be electronic methods of payment that have been previously added to the Financial tab on the left side bar of the Parent Dashboard. If a parent has no electronic payment method on file, they will need to go add one before completing this step.

The Deposit amount comes standard with $5, $10, $25, and $50 amount buttons for easy selection. If one of those amounts does not fit a parents needs, they can type any new amount into the blank Deposit Amount box using their keypad.

When all selections are complete, the payment amount and processing fee (if applicable) will show the total for this purchase.

If a parent is satisfied with their selections, they will click "Add" at the bottom of the page to add the payment.

A parent will be asked one last time to confirm their choices by clicking on the "OK" button.

When a transaction is completed, parents will be redirected back to the campers spending money dashboard and will see a green pop up letting them know that their deposit was added successfully. 

The Available funds for the camper will be immediately updated to reflect the new amount.

View History of Purchases

Parents can view a history of their campers purchases by clicking on the gray "Available Funds" bar under each camper on the Spending Money page of the Parent Dashboard. For each purchased item they can see the Name of the item, the date it was purchased, and the cost of the item.