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Participant Account


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Add Payment

You can process an electronic payment in the Account tab of a profile using a new or saved payment method. A Payment is a transaction that is processed electronically and pulls funds from a participant’s credit card or bank account to add to your CampDoc, SchoolDoc, or DocNetwork account. You can check out the Ledgers, Balances, and Payouts article to learn more about how funds are transferred from DocNetwork to your bank account through Payouts.

To add a Payment:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click PAYMENT.
  4. In the Amount box, type the amount of the transaction.
  5. Click the Payment Method box, and then do one of the following, depending on whether you are adding a new payment method or using a payment method that the participant has saved:
    • To use a new payment method, select New Payment Method. You can learn more about adding a payment method in the Add One-Time Payment Method article.
    • To use a saved payment method, select it from the list of saved payment methods.
      Important: A participant must add a saved payment method to their account and check a box to give the organization permission to use it for it to appear in this list. You can learn more about how they can add a saved payment method in the Add Saved Payment Method article.
  6. Click the SUBMIT button. A Payment line item will appear with the amount in red parentheses in the profile’s Account tab.

Important: If you mistakenly make a payment with a Saved Payment Method, you can check out the Void Transaction article to learn how to void the transaction. If you make a mistake using a One-Time Payment Method, you can add a Miscellaneous or Adjustment line item to correct the mistake. You cannot void a transaction initiated using a One-Time Payment Method.

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Add One-Time Payment Method

You can make a payment or apply a refund using a payment method that will not be saved to the user’s account.

To add a One-Time Payment Method:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. Do one of the following, depending on whether you want to make a payment or apply a refund:
    1. If you want to make a payment, in the submenu that appears, click PAYMENT.
    2. If you want to apply a refund, in the submenu that appears, click REFUND.
  4. In the Amount box, type the amount of the transaction.
  5. Click the Payment Method box, and then select New Payment Method.
  6. Depending on the payment type, in the submenu that appears, click CREDIT CARD or BANK ACCOUNT.
  7. Complete all required information.
  8. After adding the Billing Address, click the CONFIRM button, and then click the SUBMIT button. The user will receive an email confirming this transaction was completed.

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Add Saved Payment Method

A Saved Payment Method must be associated with an authorized user. You can add a saved payment method on behalf of a user in the Users tab of a participant’s profile.

To add a payment method on behalf of an authorized user:

  1. In the participant’s profile, click the Users tab.
  2. Click the name of the user.
  3. Click the ADD PAYMENT METHOD button.
  4. Depending on the type of payment method, click CREDIT CARD or BANK ACCOUNT.
  5. Add the required financial information.
  6. In the Billing Address box, type the billing address the user has on file with their bank or credit card company.
  7. Click the CONFIRM button, and then click the SAVE button. The user will receive an email confirming that this change was made.

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Add Refund

You can provide an electronic refund to the same account used in the original payment transaction. It takes an average of 5-10 business days for a refund to land in a participant’s account.

To add a refund:

  1. In the participant's profile, click the Account tab.
  2. On the lower-right side of the page, click the ADD LINE ITEM button.
  3. In the menu that appears, click REFUND.
  4. In the Amount box, type the amount of the refund.
  5. Click the Payment Method box, and then select the same saved payment method that was used for the original payment.
    Important: You can only refund the same account associated with the original electronic transaction. If the correct account is not listed as a Saved Payment Method, it will need to be added by you or the authorized user.
  6. Click the SUBMIT button. The user will receive an email confirming the refund.

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Add External Payment or Refund

If a user pays you outside of our application or you provide a refund outside of our application, you can record these as External transactions in the participant’s profile. This often happens when a user stops in the office with cash, a check, or a money order, or your refunds are sent in the form of paper checks by your staff. These funds are not processed electronically through our application. If the participant’s balance is positive, the External Payment option will appear in the Line Item menu. If a participant’s balance is negative, the External Refund option will appear.

External line items appear in the participant’s Account tab and in the Participant Ledger. They do not appear in the Organization Ledger.

To add an External Payment or Refund:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click External Payment or External Refund.
  4. In the Name box, type the account holder’s name.
  5. In the Amount box, type the amount of the transaction.
    Important: Do not use negative numbers. The type of transaction will automatically determine whether the amount is added or subtracted from the participant’s balance.
  6. Check the box to select whether the transaction was made with Cash, Check, or Card.
  7. (Optional) Do one of the following, depending on whether you select Check or Card:
    • If you select Check, in the Check Number box, type the check number.
    • If you select Card, in the Last Four Account Digits box, type the last four digits of the credit card number.
      Note: The Check Number and Last Four Account Digits are for your records only. You can add any numerical identifier that you want in these boxes. 
  8. Click the SUBMIT button.

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Add Donation

Sometimes participants want to contribute a donation to your organization, and in these cases, you can record that donation as a line item. A Donation line item should be associated with a Payment line item, and the best way to do that is by attributing those funds in the Payment transaction record. You can learn how to do that in the Attribute Transactions article. Adding a Donation line item does not initiate an electronic payment. You or the participant need to initiate an actual electronic payment transaction if the participant wants to pay the donation electronically. 

You can also record an External Payment that accounts for the donated funds, and then attribute those funds to the Donation line item in the External Payment transaction record. This method is often used when a participant makes a payment that includes more than just the donation funds.

To add a donation:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click DONATION.
  4. In the Amount box, type the amount of the donation.
  5. Click the SUBMIT button.
    Important: A Donation line item does not initiate an electronic payment in our application. Only a Payment line item initiates an electronic payment transaction.

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To attribute funds from a Payment or External Payment transaction to a Donation:

  1. In the participant’s profile, click the Account tab.
  2. Click the Payment or External Payment line item to which you want to attribute the donation.
  3. In the Donation box, type the amount of the donation.
  4. (Optional) If there are remaining funds, attribute them to the corresponding line items (i.e., Tuition and Add-Ons).
  5. Click the SAVE button.

Attribute_Donation.png

 

 

Add Miscellaneous Line Item

Miscellaneous line items are used to record financial transactions that are not accounted for by Tuition, Add-Ons, and Coupons, such as scholarships, replacement fees, and special discounts. They can also be used to correct mistakes such as balancing out a payment or refund applied to the incorrect account. Miscellaneous line items do not initiate electronic transactions that are processed by the bank. They are solely for recording purposes.

To add a Miscellaneous line item:

  1. In the participant’s profile, click the Account tab.
  2. Click the ADD LINE ITEM button.
  3. In the submenu that appears, click MISCELLANEOUS.
  4. In the Description box, type a description of the item.
    Note: You can standardize Miscellaneous line item descriptions by creating presets in Settings. You can learn more about how to do that in the Settings > Registration article.
  5. In the Amount box, type a negative or positive number depending on whether you want to add or subtract from the Balance of the account.
  6. Click the SUBMIT button.

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Add Adjustment

Adjustments are line items that change the transactions originally associated with a registration. For instance, if you charge a participant the regular amount of tuition for a session, and then the participant wins a raffle giving them a 10% discount. You can add that discount as an adjustment to the registration, and it will automatically be attributed as an element of the original transaction.

Adjustments are automatically added to a participant’s account when you deactivate a registration. The adjustments remove the tuition, add-ons, and coupons associated with that registration. If you reactivate a registration, you need to manually add the add-ons and coupons originally associated with that registration. You can learn more about how to do that in the Add Coupons and Add-Ons article.

To add an Adjustment:

  1. In the participant’s Registration tab, click the name of the session that you want to adjust.
  2. Click the EDIT REGISTRATION button.
  3. In the submenu that appears, click CUSTOM.
  4. In the Description box, type a description of the adjustment.
  5. In the Amount box, type a negative or positive number depending on whether you want to add or subtract from the amount of the original transaction.
  6. Click the CREATE button.
    Note: If necessary, you can create multiple Adjustment line items by repeating steps 4-6.
  7. Click the REVIEW CHANGES button.
  8. If the Adjustment(s) is correct, click the CONFIRM CHANGES button.

Adjustment.png

 

 

Payment Plan

You can set up and deactivate payment plans, require payment plans for unpaid balances, and assign a specific date by which payment plans must be completed. There must be a saved payment method in a participant’s profile in order to create a payment plan. You can learn more about saved payment methods in the Add Saved Payment Method article. Please note that a payment plan cannot be edited. You must deactivate the payment plan, and then set up a new one to make changes. 

When payment plans are enabled, your participants can set up and deactivate a payment plan. If payment plans are required, they will automatically be prompted to create a payment plan for any remaining balance in their account. When a payment plan is a requirement, participants are unable to deactivate their plan. Only a provider can deactivate a required payment plan. If you want to enable payment plans for your organization, you can reach out to your account manager.

To create a payment plan:

  1. In the participant’s profile, click the Account tab.
  2. Click the SET UP PAYMENT PLAN button.
  3. (Optional) If you want to set up the payment plan for less than the total amount due, in the Amount box, type the amount that you want the payment plan to cover.
  4. In the Over How Many Months? box, type or use the arrow buttons to select the number of months the payments will be made.
    Note: A summary of the amount of each payment appears below the plan details. 
  5. In the Day of Month to Pay box, type or use the arrow buttons to select the day of the month that each payment will be initiated.
    Tip: If you want payments to begin the following month, you must choose a day of the month earlier than the day on which you create the payment plan
  6. In the Payment Method box, select the saved payment method.
    Note: If there is no saved payment method, you will be prompted to add one before you can set up a payment plan. You can find out how to do that in the Add Saved Payment Method article.
  7. Click the CREATE PLAN button. The participant will be notified that the plan was created.

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To deactivate a payment plan:

  1. In the participant’s profile, click the Account tab.
  2. In the lower-right corner of the page, click the DEACTIVATE PLAN button.
  3. In the window that appears, click the Deactivate button. The participant will be notified that the plan has been deactivated.

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Attribute Transactions

You can attribute payment, refund, external payment, and external refund transactions to specific line items in a participant’s account in order to track the funds that are applied to each Tuition, Add-On, Donation, Miscellaneous, and Adjustment line item. 

If you do not attribute payment, refund, or external payment and refund transactions to specific line items, then they are automatically applied to the oldest line item due until completely paid, then the second oldest line item due, and so forth.

To attribute a payment, refund, external payment, or external refund transaction:

  1. In the participant’s profile, click the Account tab.
  2. Click the transaction that you want to attribute.
  3. In the page that appears, in the appropriate Line Item box(es), type the amount of the transaction that applies to the line item.
  4. Click the SAVE button.

Attribute_Transactions.png

 

 

Cancellation Fees

Sometimes, a participant has to cancel their registration. You can add a cancellation fee when you deactivate or bulk deactivate registrations. The cancellation fee will appear as an Adjustment line item in the Account tab of their profile.

 

 

Void Transaction

You can void a payment or refund in a participant’s account on the same day that the transaction was made. This can only be done for transactions initiated with a saved payment method. You cannot void a transaction initiated with a one-time payment method. You can learn more about that in the Add One-Time Payment Method article.

Before you void a transaction, it is important to note:

  • ACH transactions made after 4am ET can be voided before 11:59pm ET on the day of the transaction.
  • Credit Card transactions can be voided before 6pm ET on the day of the transaction.
  • Only transactions made using a Saved Payment Method can be voided. Unlike a Refund, the Saved Payment Method cannot be added later.

To void a transaction:

  1. In the participant’s profile, click the Account tab.
  2. Click the transaction that you want to void.
  3. Click the VOID button.
  4. In the Void transaction window that appears, click the VOID button to confirm. A Success message will appear.

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