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Participant Account

If your organization is using our online registration system, you will be able to process payments and refunds, set up and deactivate payment plans, void transactions, and more through the Accounts tab of a participant’s profile.

Please note that the Accounts feature is only available to organizations using our CampDoc / SchoolDoc registration system. If you are interested in adding our registration system to your account, please reach out to your Client Success Manager.

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Add Payment

You can process an electronic payment in the Account tab of a profile using a new (one-time) 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 or SchoolDoc account. You can check out the Ledgers article to learn more about how funds are transferred from DocNetwork to your bank account through Payouts.

One-Time (New) Payment Method

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

To add a payment or apply a refund using 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:
    • If you want to make a payment, click PAYMENT in the submenu.
    • If you want to apply a refund, click REFUND in the submenu.
  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, click CREDIT CARD or BANK ACCOUNT in the submenu.
  7. Complete all required information.
  8. After adding the Billing Address, click the CONFIRM button.
  9. Click the SUBMIT button. A Payment line item with the amount in red parentheses will appear in the Account tab. The user will receive an email confirming this transaction was completed.
    Important: If you mistakenly make a payment with 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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Saved Payment Method

You can make a payment using a saved payment method that is associated with an authorized user. 

To add a payment using a Saved Payment Method:

  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 select the saved payment from the list. 
    Important: A participant profile's authorized user 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. Check out Add Payment Method for Authorized User to learn more about how an authorized user can add a saved payment method. 
  6. Click the SUBMIT button. A Payment line item with the amount in red parentheses will appear in the Account tab. The user will receive an email confirming this transaction was completed.
    Important: If you mistakenly make a payment with a Saved Payment Method, you can check out Void Transaction to learn how to void the transaction.

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Add Payment Method for Authorized User

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 Saved Payment Method for 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.

SavedPaymentMethod.png

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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 if you provide a refund outside of our application, you can record these as External transactions in the Accounts tab of the participant’s profile. These external transactions are often a result of users stopping in to your organization's office to submit payment with cash, check, or money order, or of your refunds being 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 leave them blank or add any numerical identifier that you want in these boxes. 
  8. Click the SUBMIT button.

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Add Donation

When participants want to contribute a donation to your organization, you can record the donation as a separate line item. A donation line item needs to be associated with either a Payment or External Payment line item. The best way to do this is by attributing the correct amount of the payment to the Donation line item in the respective transaction record (i.e. Payment or External Payment transaction record). Scroll below to Attribute Transactions to a Donation or check out Attribute Transactions to learn more about this process. 

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. 

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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Attribute Transactions to a Donation

A donation line item needs to be associated with either a Payment or External Payment line item. 

If you want to associate a donation line item with a Payment line item, attribute the correct amount of the payment to the Donation line item in the Payment transaction record.

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 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.

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Add Miscellaneous Line Item

Miscellaneous line items are used to record financial transactions that are not accounted for by Tuition, Add-Ons, and Coupons. Examples of common miscellaneous items include scholarships, replacement fees, and special discounts. They can also be used to correct mistakes, such as a refund applied to the incorrect account.

It is important to note that 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. Check out the Settings > Registration article to learn more. 
  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 transaction amount 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 cost. The Adjust line item will automatically be attributed as an element of the original transaction. 

Tuition, add-ons, and coupons are automatically voided when a registration is canceled. If you reactivate a registration, you need to manually add the add-ons and coupons that need to be associated with the registration. You can learn more about how to do this in Add Coupons and Add-Ons.

Important: Custom adjustments are not automatically voided when a registration is canceled. A Miscellaneous Line Item can be used to adjust the balance when deactivating a registration that had a custom adjustment. 

To add an Adjust line item:

  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 Adjust 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

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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 associated with an authorized user in a participant’s profile in order to create a payment plan. You can learn more about saved payment methods in Add Payment Method for Authorized User.

Important: A payment plan cannot be edited. You must first deactivate the payment plan, and then set up a new one to make changes. 

Payment plans are enabled and optional by default. When 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. Only a provider can deactivate a required payment plan; participants are unable to deactivate their plan. If you want to enable and require payment plans, or disable them for your organization, please reach out to your Client Success Manager.

Create Payment Plan

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. Otherwise, the payment plan will be set up for the balance indicated at the top of the Accounts tab.
  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.
    Important: 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 Add Payment Method for Authorized User.
  7. Click the CREATE PLAN button. The participant will be notified that the plan was created.

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Deactivate Payment Plan

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.

Deactivate_Payment_Plan.png

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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 transaction amounts are automatically applied to the oldest line item until paid in full, the second oldest line item until paid in full, and so forth.

To attribute a payment, refund, external payment, or external refund transaction to specific line items:

  1. In the participant’s profile, click the Account tab.
  2. Click the transaction that you want to attribute.
  3. In the Attribute to Registrations 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.

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Cancellation Fees

If a participant has to cancel their registration(s), you can add a cancellation fee when you deactivate or bulk deactivate their registration(s). The cancellation fee appears as an Adjust line item associated with the registration in the Account tab of the participant's profile.

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Void Transaction

You can void a payment or refund in a participant’s account on the same day that the transaction was made. It is important to note that this can only be done for transactions initiated with a saved payment method. You cannot void a transaction initiated with a one-time (new) payment method. 

Before you void a transaction, note the following:

  • ACH transactions are processed daily between 6 PM - 9 PM ET, and they cannot be voided after they are processed.
  • Credit Card transactions are processed daily between 1:30 AM - 4:30 AM ET, and they cannot be voided after they are processed.
  • Only transactions made using a Saved Payment Method can be voided. Unlike in the case of 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.
    Important: If the VOID button is gray and cannot be clicked, it means that the transaction has been processed and cannot be voided.
  4. In the Void transaction window that appears, click the VOID button to confirm. A Success message will appear.

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