Camper Reports

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 an enrollment year
2. Filter invoices by payment schedule
3. Filter invoices by date. Leave blank to search all dates
4. Select whether to include off-schedule invoices
   • "Off-schedule" means the invoice is not a primary invoice on the payment schedule, but rather an invoice that was added manually to a particular family (or multiple families).
5. Click Run report to generate your results

The report results will display each ungenerated invoice captured by your report filters.

1. Double click to print or export the report results.
2. View the ID number for the invoice
3. View the invoice date (when payment is due)
4. View the ID number of the family the invoice belongs to
5. View the name of the family the invoice belongs to. Click to access their profile.
6. View whether the invoice is off-schedule (yes or no)
   • "Off-schedule" means the invoice is not a primary invoice on the payment schedule, but rather an invoice that was added manually to a particular family (or multiple families).