If your organization is is using our online registration system, you can set up and edit payment methods, and view and edit default General Ledger codes in Finances Setup.
Please note that the finances 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:
Payout Settings
In order for funds collected during registration to be paid out to your organization, you need to add a checking or savings account in Payout Settings.
You can add or edit your payment method for payouts in your Provider Portal. Once added, your organization can opt to have daily payouts initiated if the balance is over $500.00.
To add or edit your payment method for payouts:
- In the menu, click Finances.
- In the submenu that appears, click Finances Setup.
- In the right column, click the Payout Settings tab.
- Under Account Information, click the ADD PAYMENT METHOD button to add your routing and account numbers.
Important: A payment method must be added in order to enable payouts.
Once a payment method is added, your organization can enable or disable payout daily transfers based on your organization’s preferences. Payouts can be enabled to initiate daily transfers to the saved payment method when the balance is greater than $500.00. Payouts may also be disabled to stop daily transfers.
Please note that you must have Finance EDIT access to enable or disable daily payouts.
To enable or disable daily payouts:
- In the menu, click Finances.
- In the submenu that appears, click Finances Setup.
- In the right column, click the Payout Settings tab.
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Under Payout Control, do one of the following, depending on whether you want to enable or disable daily payouts:
- Toggle ON to enable payouts to initiate daily transfers to your saved payment method when balances are greater than $500.
- Toggle OFF to disable payouts to stop daily transfers.
Important: Payouts may take between 5 to 7 business days before they settle in your account.
Default General Ledger Codes
Our system automatically applies default GL Codes for your sessions, as well as add-ons, coupons, miscellaneous line items, and donations. In your Participant Ledger Report, these default codes will appear as follows:
- DEFAULT-TUITION
- DEFAULT-ADD-ON
- DEFAULT-COUPON
- DEFAULT-MISC
- DEFAULT-DONATION (if enabled by your organization)
Given you have the appropriate roles and permissions, you also have the option to edit those Default values or add unique (custom) GL codes to these items.
To edit default GL codes:
- In the menu, click Finances.
- In the submenu that appears, click Finances Setup.
- In the right column, click the Default GL Codes tab.
- Edit the GL codes for your desired categories: Tuition, Add-On, Coupon, Miscellaneous, Donation.
- Click the SAVE button.
To add custom GL codes to line items:
- In the menu, click Groups.
- In the submenu that appears, click Registration Setup.
- Select the session to which you want to add a custom GL code.
- Do one of the following, depending on the category to which you would like to add a custom GL code:
- To add a custom GL code to a specific Session, click the Enrollment tab, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- To add a custom GL code to a specific Add-On, click the Add-Ons tab, select the Add-On to which you want to add a custom GL code, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- To add a custom GL code to a specific Coupon, click the Coupons tab, select the Coupon to which you want to add a custom GL code, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- To add a custom GL code to a specific Session, click the Enrollment tab, uncheck the Use Default GL Code checkbox, and enter your custom GL code in the General Ledger Code box.
- Click the SAVE button.