Camper Financial Tools

Accrual assigner

CampSite's accrual assigner identifies any charges or discounts that are not assigned to a session, and helps you assign the proper session to those transactions.

Why are accrual assignments necessary?

CampSite's accrual reports (i.e. the Camper Accrual Transaction Log; Camper Accrual Summary By Session; Camper Accrual Summary by Accrual Period) will generate the charges and discounts assigned to each session in your database (i.e. your earned revenue per session).

Charges and discounts that aren’t assigned to any session(s) will not populate in the results of these accrual reports. 

For example, say Jill Paulson has a $25 cancellation fee charge for unenrolling from the "Week 1" session, but the charge isn't assigned to any sessions. When generating the Camper Accrual reports to determine earned revenue for Week 1, Jill's $25 cancellation fee won't be included, which will skew the results.

To ensure the accrual reports generate accurate results, all charges/discounts must be assigned to the correct session(s).  

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.

Assigning Sessions

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.

How do I know which session(s) to select?

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.

Submitting Session Assignments

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.

Accrual periods

Accrual periods allow for reporting on the collective earned revenue across multiple sessions.

First, create accrual periods by selecting multiple sessions to group together for reporting purposes. Then, run the Camper Accrual Summary (By Accrual Period) report to generate your earned revenue per accrual period, i.e. all of those sessions combined.

For example, Camp Firewood runs camp sessions all throughout the entire calendar year. They’d like to generate earned revenue per quarter, so they create 4 accrual periods - "Q1," "Q2," "Q3," and "Q4." The "Q1" accrual period contains all sessions that are held January - March, while the "Q2" accrual period contains all sessions that are held April - June, so on and so forth.

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

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

Create Accrual Periods

  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.

Reporting on Accrual Periods

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.

Enrollment Discounts

Click the link for Enrollment discounts to jump to the Enrollment Discounts step of the Camper Setup Wizard.

For more information on managing discounts, read the Step 7: Enrollment Discounts article. 

Enrollment Extras

Create Enrollment extras, such as registration fees, to be offered for purchase either on a yearly basis or once per enrollment option.

Under the Financial Dashboard select "Enrollment extras".  

Don't forget to select the year that you want this extra to be applied to.

  1. "Add enrollment extra..." to create an extra.
  2. The pencil modal will allow you to edit the extra once created.

Select "Add enrollment extra"

Select "Add enrollment extra"
  1. Include the name of your extra.
  2. Select whether it will be by amount or percentage.
  3. In regards to Financial reporting, choose one specific session with which you'd like to associate all charges and payments for this extra. If this extra should be associated with multiple sessions, select "Automatic" and CampSite will evenly allocate the charges/payments for this extra across all sessions the camper is enrolling for when this extra is purchased.
  4. Select a transaction category that you set under Financial Dashboard>Transaction Categories.
  5. Add a description of the extra.
  6. Add the amount or percentage.
  7. Click "Submit".

Next, to make this enrollment extra available on your enrollment form, you must either offer it as a yearly enrollment extra or an enrollment option extra (in the enrollment option bundle).

Enrollment extras are added to a campers tuition costs and cannot be separated from an enrollment option or yearly offered extra. Typically, these extras are paid for through a payment schedule combined with a campers tuition. They could also be paid for in full alongside a campers tuition if the family is paying for all costs in full at the time of enrollment. 

If you would like to offer enrollment extras as items to be purchased separately after enrollment for a camper is complete, please see: How does a camper purchase an enrollment extra after enrollment?

Transaction Categories

Categories such as Tuition, Trips or Cancellation fees can be created here.

Select Transaction categories from the Financial Dashboard.

  1. Click "Add new transaction category..."  to create a new Transaction category
  2. The pencil modal allows you to edit the categories once you have created them.  

Click "Add new transaction categories..."

Click "Add new transaction categories..."
  1. Add the name of the transaction category.
  2. Add a general ledger code for your records.
  3. Mark which year you want this to apply to.
  4. Add the transaction category.
Tuition Plans

Here you can set the cost for individual sessions.

Click "Tuition Plans".

  1. Add a tuition plan based on your sessions.
  2. The "three dots" can be double clicked to open special tuition plan rates (i.e Early enrollment price).
  3. The pencil modal allows you to edit the plan and rates after they have been created.

Click "Add tuition plan..."

Click "Add tuition plan..."
  1. Name your plan.
  2. Select a category from the dropdown.
  3. Set the price.
  4. Submit.

Click "Add tuition plan rate..."

Click "Add tuition plan rate..."
  1. Name the plan rate.
  2. Select a category from the drop down.
  3. Set a price
  4. Name the start of the time period where this rate will take place.
  5. Name the end of the time period where this rate will take place.
  6. Select whether or not this rate should be active from the Parent Dashboard.
  7. Add rate.
Tracking Camp Program Financials In CampSite

One of the most useful aspects of reporting in a camp software solution is the ability to determine earnings for individual camp programs.

With the accrual accounting component to CampSite's core financial system, all charge and discount transactions posted in CampSite are associated with specific sessions, which allows camps to generate  generate reports on the earnings they can expect for each camp session.

Pre-defined Transactions

For "predefined" charges and discounts (e.g. tuition plans, enrollment extras, enrollment discounts, transportation charges), your camp will be asked to define the "session" when creating the transaction. The session selected will determine how accrual associations are determined each time a transaction is created.

Camps have two options when defining the "session" for a predefined transaction: to explicitly define a specific session for the transaction; or, to have CampSite automatically assign the session based on the context of the purchase.

Explicit

Camps can explicitly define the "session" when creating a predefined transaction to always have the charge/discount accrue to the selected session.

For example, Camp Firewood creates an enrollment extra called 'Week 1 After Care'. Camp Firewood wants all revenue for this extra associated only with Week 1 (even if a camper is enrolling in multiple weeks of camp), so the camp defines the "session" as "Week 1" when creating the extra.

As such, every $100 After Care transaction that's created will be associated with the Week 1 session with regards to reporting on expected earnings for After Care.

Contextual

Camps can allow CampSite to "automatically" assign the session  based on the context of the purchase.

For example, Camp Firewood creates an enrollment extra called 'After Care' that they'll offer for all 10 weeks of camp. They want revenue for this extra to be associated with whichever sessions the camper is enrolling in, so they select 'Automatic' for the 'Session when creating the 'After Care' enrollment extra.

As such, when a camper enrolls in Weeks 1 - 4 and purchases After Care, the After Care charge is automatically split evenly between the four sessions, like so:

As such, Weeks 1, 2, 3, and 4 will each reflect $25 of expected earnings for After Care.

Manual Transactions

When manually creating a new charge or discount transaction via the family's profile page, admins will be required to specify which session to assign to the transaction.

Only one session can be selected when initially creating the transaction, but you can add more sessions after the transaction is created via the transaction details modal. For more information, read below.

Altering Accrual Assignments

Users can review and modify the session associations to a transaction after the transaction has been created via the transaction details modal on the family's profile page.

  1. Add another session breakdown to this transaction.
  2. Select which session to associate to the transaction.
  3. Type the amount to associate to this particular session. Note that all session assignments must add up to the total transaction amount.
  4. Delete a session assignment.
  5. Save the session assignments for this transaction.

Accrual Financial Reports

Once your camp has configured their session associations correctly, and transactions are being created, CampSite's "accrual" reports will allow you to take advantage of this data:

Accrual Assigner

If a charge or discount is not assigned to at least 1 session, you'll need to assign the session(s) manually.

CampSite's Accrual Assigner tool can help you assign the proper session to those transactions.