Enrolling a camper automatically populates a family's ledger with the right charges and credits, and totals their balance. But real life adds more: a scholarship, a gear rental, a split payment, a canceled bus seat, or a family who needs one discount turned off. You can manage all of this from the Financial Tab.
The Financial tab in a person record has four parts: Ledger, Billing, Apportionment, and Settings. This article takes you through the key tools for managing an individual family's finances, including debit/credit card and eCheck settings.
In this article:
Add, reverse, and refund charges and payments in the Ledger tab
Add a debit/credit card or eCheck account to a family's record
Manage a family's billing info, invoices, and statements in the Billing tab
Split a payment across family members in the Apportionment ta
Turn off the Sibling or Multiple Sessions Discount for one family in the Settings tab
📋Note: Users need the appropriate permissions to view or edit financial information.
📖Related: Financial Admin User Permissions
Ledger Tab
Manage a family’s financial transactions, including charges, payments, refunds, and reversals, all from one place.
Quick link to:
Add a Line Item
Open the camper's person record and click the lower Financial tab and select Family Financials from the dropdown. Select the Ledger tab under the family information.
In the upper left, click Add Line Item.
Use the dropdown to select the camper or the family.
📋 Note: Most charges or credits belong on the individual camper, not the family. Reserve the family-level option for true household charges.
Start typing the line item's name, or click the icon to browse available options.
💡 Tip: Don't see the line item you need? Confirm it's active for the current season under Admin > Financial Admin > [Season].
Set the line item details: Effective Date (defaults to today), Qty (for items sold in multiples, like tickets), and Unit price (if no default price is set in Admin).
Click Add to Ledger.
Click Commit Changes to save.
⚠️ Nothing is saved until you click Commit Changes in the bottom right of the ledger. This is easy to forget after adding a line item or payment.
📋 Note: Some system-generated items, like sibling discounts, can't be added manually. Those come from your season's discount setup or the Settings tab covered later in this article.
Add a Payment or Refund
Under the Add Payment/Refund section, use the dropdown to select family or the Individual.
📋Note: Payments and refunds are almost always applied at the family level, not the individual camper.
Choose Type: Payment or Refund.
Choose Method from the payment methods available to your camp and this family.
Enter a Check # if applicable.
Confirm or change the Effective Date — useful for tax purposes, especially on refunds.
For Payments, you can select a Category if you want this transaction to be trackable in reporting later.
Add an optional Memo. This is a reportable line of text specific to this transaction.
Enter the Amount.
Click Commit Changes.
📋 Note: Under credit cards and eCheck accounts, the option marked (D) is this family's default method. Click + Add... to open the credit card vault and add a new card on the spot.
Reverse a Transaction
When a camper cancels something (say, they no longer want to participate in the Go-Kart tournament), reverse the original charge so it stops counting toward the family's balance.
📋 Note: Failed electronic payments reverse automatically — you don't need to do this manually for a declined card or failed eCheck.
Locate the line item you need to reverse in the ledger.
Select the Reverse link on the right side of the row. Click Commit Changes.
A checkbox appears in the bottom left of the ledger to show reversals, which are highlighted in orange.
Click a reversed item to see why it was reversed and when.
💡 Tip: A reversal doesn’t determine the remaining balance. Based on your camp’s cancellation policy, you may need to add a cancellation fee or issue a refund.
🏕️Camps in Action
A family canceled bus transportation after deciding to drive instead.
The registrar reversed the transportation charge on the Ledger tab. After committing the change, the charge no longer appeared unless Show reversals was selected. Because the family had already paid, the reversal created a small credit, which the registrar refunded to the original card and documented with a billing memo.
Issue a Refund
Use a refund when money already collected needs to go back to the family.
📋 Note: Only payments marked Completed (settled) can be refunded. A payment that hasn't settled yet — a Pending Payment — needs to be voided instead.
📖Related: Void a Single Payment
Choose Refund from the Type dropdown.
Enter the amount you're refunding and select how you want to issue it.
📋 Note: You can only refund a credit card if that same card was originally charged. You can't refund a check payment to a card, and you can only refund up to the amount that specific card paid.
If refunding to a check, add the check number and an optional memo.
Click Add to Ledger, then Commit Changes.
📋 Note: If the original card was removed from the record or replaced (expired, reissued after fraud), the link back to that payment is permanently broken, even if the same physical card gets re-added. Issue a check instead.
📖 Related: Issue a Single Refund
Toggle Between Multiple Households
If a person is connected to multiple households, you may see an option to toggle between the Principal Household, Primary Childhood Household, and Alternative Childhood Household when viewing billing information. This can be useful for situations such as divorced parents with multiple households, or when someone is both an enrolled adult and a parent of an enrolled camper.
🎯 Try it now: Open a test family's Ledger tab, add a small line item, and reverse it. Come back once you've confirmed the item shows highlighted in orange.
Billing Tab
Use the Billing tab to manage a family’s billing details, preferences, invoices, statements, and payment-related settings.
Quick Links:
Update the Billing Address
The upper right of the Billing tab holds the family's billing details: address, billing email, preferred billing method, invoice procedure, and whether the family is currently set to Withhold from Batch.
📋 Note: Billing information identifies who is responsible for payment, which may differ from the parent contact. Remember, [arents may also update some billing information online, if you allow it.
Click directly on the billing address shown on the Financial tab.
If the correct address already exists in the family's Address Book, you can select it and click the edit icon or trash icon. Additionally, you can edit which adress is primary billing and who recieves primary mailing.
Click +Add Address to create a new one.
Choose an address type (School, Business, or Other).
Enter the information, save the address
Click the dollar-bill icon next to it to make Primary Billing.
📋 Note: The Primary Billing adress is what will display on the Financial tab.
Update the Billing Email Address and Billing Preferences
Click the yellow Edit Billing Info button on the right side of the Financial tab.
Update the Email field.
Add a second billing email address if you want a second person copied on invoices and statements.
Set the Deposit Payment Method, Billing Preference, Invoice Method, and Billing Group as needed from the same edit window.
Withhold from Batch
Check this box to exclude the family from batch financial operations, including batch invoices, statements, credit card payments, and eCheck runs. Withheld families won't appear in batch lists by default.
Save your changes.
Generate an Invoice or Statement
Choose Invoice or Statement. An invoice shows what is owed, while a statement provides a snapshot of the account.
📋Note: If your camp uses installment billing, sending an invoice advances the family to the next installment. A statement does not.
Select any additional options you need:
Voucher: Adds a tear-off remittance section. This can be useful when the check payer's last name differs from the camper's.
Account As Of: Includes only transactions effective before the selected date.
Date Text: Sets the date displayed on the document.
Footer Text: Customize the footer. This is pre-populated from your Financial Admin settings.
Include Transaction Notes: Displays transaction notes that are normally internal-only.
Hide Transaction Dates: Removes transaction dates from the document, which can be useful for expense reports.
Click Preview Download or Preview Email to review the document before sending.
📋 Note: If your camp's logo isn't appearing, confirm Print Banner is selected in Financial Admin. If it still doesn't appear, contact Support.
Select Download or Email to send the document to the family.
📋 Note: If you don't see the email option, confirm a return email address is saved in your Financial Admin settings.
💡Tip: Avoid generating more than one invoice per installment period. Each invoice advances the installment tracker. Use Reprint if you need another copy.
Review the Billing Summary
The right side of the Billing tab and the invoice log give you a running history for this family.
The date and properties of the last invoice sent, including installment number and amount past due, if applicable
The latest payment date and amount
Whether the family is currently withheld from batch
Their assigned billing group, if any
An invoice log of everything generated this season, each with its billing installment number — invoices generated from this record (rather than a batch run) won't show a batch number
📋 Note: There are two installment counters. Installment tracks invoices generated for anyone in the billing arrangement, while Installment (family) tracks billing runs for that specific family.
Add a Billing Memo
Use the Billing Memo to record internal notes about a family's financials. It isn't shared with parents. Once saved, a notepad icon appears on the Billing tab, and you can hover over it from the Ledger tab without switching tabs.
🎯 Try it now: Open a test family's Billing tab, add a billing memo, save it, and confirm the notepad icon appears.
Apportionment Tab
Apportionment lets you split a single payment across multiple family members instead of applying it as one lump sum.
💡Tip: apportionment is useful when siblings' charges need to be paid down separately from a shared check or card payment.
From the Financial area of the record, switch to Apportionment.
Choose the payment you need to split from the family's Ledger.
Divide the payment across family members, making sure the full amount is apportioned — 100% has to be assigned before you can save.
Click Commit Changes.
📋 Note: Payment Apportionment must be enabled in Financial Admin for this tab to work. Your camp can also set up automatic allocation rules for future payments.
📖 Related: Get to Know: Payment Apportionment
🎯 Try it now: If your camp uses payment apportionment, open a test family's Apportionment tab, pick an existing payment, and split it across two family members. Come back once you've committed the change.
Settings Tab: Exclude One Family from a Discount
Once configured in Financial Admin, Sibling and Multiple Sessions Discounts apply automatically to eligible families. Use the Settings tab to turn off a discount for a specific family without changing the camp-wide rule.
This can be useful when a family has a negotiated rate, scholarship, or other exception.
Open the person record,navigate to the Financial tab, and select the Settings tab.
Confirm the panel header names the season you mean to change [Season] Family Ledger Settings.
Check Disable Sibling Discount and/or Disable Multiple Sessions Discount.
Click Save.
📋 Note: These settings are specific to each season. Changing the season shows that season's individual settings.
How the Ledger Responds
When a discount is disabled, the family's ledger updates the next time it is recalculated. Any previously applied discount is removed from the balance.
📋Note: Disabling the Multiple Sessions Discount applies to the entire family ledger, not just one camper. There's no way to disable it for only one child in a family.
💡Tip: If you want the family to receive a different concession instead of the automatic discount, apply that concession separately. Turning off the automatic discount doesn't add anything in its place.
🎯 Try it now: Go to a test family's Financial > Settings tab in the current season, check one of the two boxes, and save. Come back once you've reloaded the tab and confirmed it held.
Before you move on, check yourself:
Can you explain the difference between reversing a transaction and issuing a refund?
Do you know which invoice option — invoice or statement — advances a family's installment count?
Can you explain why saving a Settings tab change doesn't immediately update the ledger?
Ready for the next step?
Financial Admin: Configure Discounts build or review your camp's season-wide Sibling and Multiple Sessions Discount rules
Get to Know: Payment Apportionment turn on apportionment, build automated allocation rules, and run apportionment reports