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Ledgers, Balances, and Payouts

If your organization is using our online registration system, you will be able to view transactions, edit payment methods, view payouts, process refunds, and more through the Finances feature. 

We encourage you to check out our Finances videos to learn more about how your organization can use the various ledger features and keep your accounting in tip-top shape!

Please note that the ledger 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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Ledger Overview: What's the Difference?

Within the Finances menu, you will see a submenu with Participant Ledger and Organization Ledger. 

The Participant Ledger displays the finances exchanged between your participants at your programs and your organization. This includes all credit and debit transactions, such as program tuition payments, add-on purchases, coupons, refunds, adjustments, and more. Check out our Participant Ledger Filter Feature video to learn about all the line item types found within the Participant Ledger. 

The Organization Ledger displays the finances exchanged between your organization and CampDoc / SchoolDoc. This includes all credit and debit transactions, such as payments, payouts, refunds, chargebacks, and ACH-returns. Please note that all charges will appear on your bank statement from DocNetwork, Inc. (Ann Arbor, MI). Check out our Organization Ledger Filter Feature video to learn about all the line item types found within the Organization Ledger. 

Both ledgers contain historical data, meaning that they show the history of your account if your organization has used our application for more than one season. The three boxes at the top of the Line Items tab - Debits, Credits, and Balance - represent multiple years of data.

  • Debits: Include refunds, credit card chargebacks, ACH returns, and payouts.
  • Credits: Include all payments made to your organization.
    Note: In Organization Ledger, Credits include all payments made to your organization, less any processing fees.
  • Balance: The difference between all credits and debits.

debits_credits_balance.png 

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Participant Ledger

Line Items

The participant ledger allows providers to view transactions and line items for all profiles. You can filter your results and the ledger can be printed or downloaded.

To view transactions for all profiles:

  1. Log in to your Provider Portal.
  2. In the menu, click Finances.
  3. In the submenu that appears, click Participant Ledger.
  4. In the right column, click the Line Items tab. 

 

Balances

You can view a full list of all balances, those who have paid in full, those with an outstanding balance, and those who need a refund.

You can filter these lists down to a specific group and then print or download the report.  

To view balance reports:

  1. In the menu, click Finances.
  2. In the submenu that appears, click Participant Ledger.
  3. In the right column, click the Balances tab.

Balances_Tab_3.png 

Filtering & Reporting

You can create financial reports specific to the Participant Ledger based on your selected filters. Within the Participant Ledger, you have the following filter options:

  • Name or Description
  • Start and End Dates
  • Line Item Type
  • Registration Group
  • Registered Profile
  • Deactivated Registration
  • Split Line Items

To use the Filter feature:

  1. In the Line Items tab, click the Filter icon.
  2. Select the appropriate filters from the drop-down menu in each box. 
  3. Click the SEARCH button.

Once you have filtered for the information you would like to include in your report, you can export a spreadsheet of your data. Follow the steps below or check out our Participant Ledger Export video for a step-by-step tutorial. 

  1. In the Line Items tab, click the Export to CSV icon.
  2. Open the downloaded file in Excel or Google Sheets.

From here, you can view and sort by a variety of information relating to transactions between your organization and your programs’ participants, including line items for any profiles linked to particular registration groups, credit or debit transactions, merchant processing fees, GL codes, transaction timestamps, and more.

merge_filter_search_export.png 

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Organization Ledger

Line Items 

The organization ledger shows only financial transactions, including payments, refunds, and payouts, after merchant fees have been deducted. You can filter your results in and the ledger can be printed or downloaded.

To view all organization transactions:

  1. Log in to your Provider Portal.
  2. In the menu, click Finances.
  3. In the submenu that appears, click Organization Ledger.
  4. In the right column, click the Line Items tab. 

 

Payouts

You can add or edit your payment method for payouts in your Provider Portal. Once added, a daily payout will be initiated if the balance is over $500.00.

Follow the steps below or check out our Organization Ledger Payouts video for a step-by-step tutorial on how to connect your organization's bank account information to the CampDoc / SchoolDoc registration system.

To add or edit your payment method for payouts:

  1. In the menu, click Finances.
  2. In the submenu that appears, click Organization Ledger.
  3. In the right column, click the Payouts tab.
  4. Click the ADD PAYMENT METHOD button to add your routing and account numbers.

Remember, a daily payout will be initiated if the balance is over $500.00.

Important: Payouts may take between 5 to 7 business days before they settle in your account. 

ACH-Setup.png

You can also view a list of previous payouts:

  1. In the menu, click Finances.
  2. In the submenu that appears, click Organization Ledger.
  3. In the right column, click the Payouts tab.

 

Filtering & Reporting

You can create financial reports specific to the Organization Ledger based on your selected filters. Within the Organization Ledger, you have the following filter options:

  • Description
  • Start and End Dates
  • Line Item Type
  • Registration Group
  • Registered Profile

To use the Filter feature:

  1. In the Line Items tab, click the Filter icon.
  2. Select the appropriate filters from the drop-down menu in each box. 
  3. Click the SEARCH button.

Once you have filtered for the information you would like to include in your report, you can export a spreadsheet of your data. Follow the steps below or check out our Organization Ledger Export video for a step-by-step tutorial. 

  1. In the Line Items tab, click the Export to CSV icon.
  2. Open the downloaded file in Excel or Google Sheets.

From here, you can view and sort by a variety of information relating to transactions between your organization and CampDoc / SchoolDoc, including credit or debit transactions, processing fees, payout history, line items attributed to payouts, and more.

merge_filter_search_export_org.png 

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FAQ

 How do I view the merchant processing fees for each transaction?

To view merchant processing fees for each individual transaction, click on the Export link from either the Participant Ledger or Organization Ledger to download a spreadsheet with this information.

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