Billing groups act as filters for batch invoicing. They let you categorize families into specific groups for invoice distribution.
Billing groups are an addition to other filters you can use when generating invoices (billing preference, balance due, session, division, etc.).
Example: For instance, you might need to bill international and domestic families differently. This distinction is particularly useful for mailing paper invoices. By invoicing each group separately, you can tailor the instructions and communication for each.
Note: Billing Group classification is not visible to parents; it's solely for your internal organization.
Video Tutorial
Define Billing Groups
Navigate to Admin > Financial Admin. From the Definitions menu in the upper right corner, select Billing Groups.
Click the green Define New button.
Enter a name and memo to identify the Billing Group.
Click Save if you are done adding additional groups, or ''Save + Add Another'' if you have more to add.
Assign Billing Groups
Billing Groups can be assigned on both an individual or group level.
Assigning on an individual level
Navigate to a person’s record and click on the Financial tab in the lower menu. Next navigate to the Billing tab on the left.
Select the yellow Edit Billing Info button in the upper right of the Billing tab. In the pop up window, you will see a choice for Billing Group in the right-hand column.
💡Tip: click on the gif below to enlarge.
You may assign this family to any of your pre-defined Billing Groups using this drop down menu.
Click Save.
Note: this is done at a family level and not for each individual person.
Assigning in batch using in-line editing/Field Changer
Navigate to Reporting > User Reports > Camper. Choose your Selection Criteria and proceed to the second tab for Fields/Sort.
Choose the fields and sort options you would like, but be sure to include Primary Childhood Billing Category.
Note: the small change in nomenclature to Category rather than Group for this field.
Move on to the third tab, Options/Finish, and generate your report. Once the report has generated, find the column for F1Billing Category, and click “Edit” at the top of it.
Edit Inline: allows you to choose the Billing Group for each family individually.
Find and Replace: asks the system to find all families who are currently assigned to a specific Billing Group and replace with a new one.
Replace All: assigns all campers/families on the report to the same Billing Group.
Billing Groups in Use
Billing Groups are used as filters when sending out batch invoices or running a batch inquiry.
To send batch invoices to a specific Billing Group, navigate to Financial > Billing in the upper Financial menu.
You will be presented with a drop down menu choice for Billing Group. Select which Billing Group should receive their invoices in this batch.
To inquire into the financial status for families designated as a certain Billing Group, navigate to Financial > Inquiry. This will allow you to see every family assigned to this Billing Group, along with a summary of their current financial ledger.
Note: the filter “F1Billing Category" can be applied to browse lists, user reports, and communications to further filter your results. Simply add “F1Billing Category” to the “Field(Dictionary)” section of your Selection Criteria when creating the reports or emails.
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