Financial

Payment schedules are stored in groups. The entire group of schedules is then associated to an enrollment option so that campers enrolling for that option can select one payment schedule from that group.

First, create the schedules; then, associate them to your enrollment option(s). 

To create the schedule(s): 

1. Go to Admin
2. Click Step 4: Payment Schedules
3. Click to add a new payment schedule group
4. Click on the payment schedule group that you added
5. Click to add a new payment schedule
6. Enter the payment schedule settings/date(s) and submit.
7. Create additional payment schedules if desired. Creating multiple payment schedules allows parents to choose one schedule from the group.

Next, associate this payment schedule group to enrollment option(s) so that the schedules appear on your enrollment form:

1. Go to Admin
2. Click Step 9: Enrollment Options
3. Double click the 3 dots for the enrollment option you want to offer payment schedules for
4. Click the Payment schedule group tab
5. Select the relevant payment schedule group from the dropdown menu
6. Click Save changes

Admin users can collect the payments due on a payment schedule by invoicing all families in batch via the Payment Schedules page (i.e. Step 4 of the Camper Setup Wizard). This is a 3-step process that involves batch generating invoices, sending them in mass via email, and then batch debiting the families that selected automatic payment.

To learn how to complete the 3-step invoicing process, please click here to watch our tutorial video. Or, click here to read our support articles instead.

When a family is on a payment schedule, the Parent Dashboard will specifically display the total balance for their payment schedule (i.e. the sum of all transactions associated to that schedule).

If any of the family's transactions are not associated to their payment schedule, then those transactions won't be included in the balance that parents see. As such, the family's overall "current balance" that admins see on the family's Transactions tab will not match the payment schedule balance that parents are seeing on the Dashboard.

Transactions that are not included on a family's payment schedule will be highlighted in yellow on their profile. Add the transaction to their payment schedule by double clicking the info icon and editing the payment schedule settings for the transaction. For detailed instructions, click here.

The yellow highlight indicates that the transaction is not associated to the family's payment schedule, which means that the family's invoice(s) will not include the transaction. The transactions included on an invoice determine the amount that the family is asked to pay, so "missing" transactions can result in the family being under or over-invoiced.

If the family's invoice(s) should include this transaction, update the "payment schedule" setting for the transaction.

To assign the transaction to a payment schedule so that it appears on the family invoices, change the "payment schedule" setting in the transaction details. For detailed instructions, click here.

Payments can be made towards a family's balance via the "Financial" page of that family's account for your Parent Dashboard. Only the primary parents for a given family have the ability to log into the Parent Dashboard and access the Financial page to submit payments.

If your camp regularly accepts payment towards camper charges from third-parties (relatives, family friends, government agencies, scholarship organizations, etc.), our Donation + Extended Payments module allows third parties to log into their own "Donor" dashboard and make a payment that gets applied towards a particular camp family's balance. Note than an admin user must initiate the "donor's" payment by manually creating a payment request of a specific amount for the donor to fulfill.

To learn more about the Donations module, please click here.

Reverse the checking account transaction from the person's profile page. If you're not sure which person the transaction is for, click here to learn how to identify the accountholder's information.

To learn how to reverse a transaction, click here.

1. Identify the accountholder for the transaction by logging into your Constellation Payments portal and searching for the 'payment gateway ID' number of the returned transaction.
   • Find the payment gateway ID in the 'payment gateway returns' email you received.
2. Search your CampSite database for the accountholder name listed for the returned transaction.
   • Please note that the CampSite search function can only locate families by the parents/campers listed on the account. If the checking accountholder is not a parent listed on the account, searching for the accountholder name will not yield any results.
   • In that case, you can attempt to locate the returned transaction by generating the Checking Account Transactions report and looking for a transaction of the same amount/to the same account number. To filter your results to transactions of the same amount, apply an 'Amount' filter before running the report. Then, review the "Account" column in the results.

1. Go to Admin
2. Under the Campers tab, select "Financial: Communication"
   • To add your Tax ID to all statements, scroll down to "Custom text to display on all statements" and enter Tax ID into the input field underneath. 
   • To add your Tax ID to all invoices, scroll down to "Custom text to display on all invoices" and enter Tax ID into the input field underneath. 
3. Click "Save Changes" at the bottom of the page.

Any custom text added to statements or invoices will appear in the footer area of each document.

Using specific discount criteria, camps can create a sibling discount that applies automatically to the checkout step of the enrollment form. Please note that sibling discounts only apply to the additional siblings who enroll - the first child to enroll will not get a discount.

Create enrollment discounts on Step 7 of the Camper Setup Wizard. When creating a discount for siblings, there are two different criteria that you can set up to determine if a camper is eligible for a sibling discount:

• "Number of siblings enrolled"

With this criteria, the first camper of the family must already be enrolled for at least (1) session at the time the sibling completes the enrollment form.

• "Number of siblings with enrollment requests"

With this criteria, the first camper of the family must have already submitted an enrollment request at the time the sibling completes the enrollment form.

Which criteria should I use?

It depends on which enrollment mode your camp is using.

If your camp is using 'Automatic' enrollment mode (where campers are automatically enrolled as soon as they submit their request), either criteria will work. Note that if you're using CampSite's waitlist functionality, a waitlisted camper will be considered as having submitted an enrollment request (but not enrolled). In that case, the criteria "Number of siblings enrolled" would not identify the first camper as enrolled and therefore would not apply a discount to the sibling.

If your camp is using 'Manual' enrollment mode (enrollment requests must be approved by an administrator before the camper is actually enrolled in the session), the "Number of siblings with enrollment requests" criteria is likely a better fit. Because the first camper in the family may not be enrolled by the time the second camper's request is submitted (because your camp didn't approve the first camper's request yet), the second camper would not be eligible for the "Number of siblings enrolled" discount at the time of checkout.

Statements and Invoices are both itemized financial documents that list transactions from the family's account towards a specific enrollment year. 

The main difference between both documents is the purpose they serve.

• Statements provide a yearly summary of the family's financials. These documents include all transactions on the family's account for a specific enrollment year. All transactions are summed together to indicate the family's "current balance" for that year.
• Invoices are used as a solicitation of payment for the balance due on a payment schedule. An invoice is generated for each date on the payment schedule and the corresponding date is displayed at the top of the invoice. The invoice will include all transactions associated with the corresponding payment schedule**, which are summed together to indicate the "current balance" for the entire schedule. A separate line will then indicate the "Total due now" for the particular invoice, which depends on the total balance and the number of payments on the schedule.

**If a transaction on the family's account is not associated to the payment schedule, the transaction will appear on the statement but not on the invoice. To associate a transaction to a payment schedule, edit the transaction details. Click here to learn more.