Financial Ledgers

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.

In this article:

• Ledger Overview: What's the Difference?
• Participant Ledger
  • Line Items
  • Balances
  • Filtering & Reporting
• Organization Ledger
  • Line Items
  • Payouts
  • Filtering & Reporting
• FAQ

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.

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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.

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: Toggle this to split payments, processing fees, and convenience fees by line item in the case that a participant has made a payment toward multiple line items in one transaction. This option allows for more detailed revenue tracking per line item or program.
   

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.

The Participant Ledger export is designed for reliable financial reporting:

• Predictable Totals: Row totals remain exactly the same whether you toggle split line items on or off, ensuring high-level financial results never change unexpectedly.
• Consistent Identifiers: Payment, transaction, and participant identifiers remain stable across both split and non-split views for easy tracking.
• Payout Export Alignment: Processing and convenience fee totals align with your Payout Exports, allowing for easy end-of-month reconciliation.

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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

To 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.
4. To view the payout transactions, click the Export button.

You’ll also see:

• A note if a line item is split (i.e., multiple items were purchased in a single transaction)
• A breakdown of processing fees and convenience fees
• The tuition or add-on the transaction is attributed to
• The GL Code for each item to simplify fund allocation.

Tips for Getting the Most Out of the Enhanced Payout Report:

• Use the GL Code column to quickly match transactions to your accounting software. This can help speed up reconciliation and reduce manual entry.
   
• Sort or filter by transaction type (payment, refund, chargeback, or ACH return) to isolate specific activity during your reconciliation process.
   
• Look for Split = TRUE  to identify transactions that involve multiple line items — helpful when allocating revenue across multiple programs or departments.
   

Use the fee breakdown to verify how much was withheld for processing fees and/or collected for convenience fees, especially if you're tracking net revenue. For more information about convenience fees, see here.

To add or update a payment method for payouts, go to Payout Settings tab within the Finances Setup sub-menu. Check out the Finances Setup support article for more information.

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.

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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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