Billing Preferences are the different payment options that camps offer to applicants for tuition fees. These methods can include checks, credit cards, and money orders.
Additionally, they may involve various payment schedules. Options might be monthly payments, a single full payment on June 1st, or quarterly installments.
For each of these payment methods and schedules, a specific billing preference needs to be clearly defined.
Note: Don't set 'Pay in Full' as a Billing Preference. It's already a standard option that you can enable or disable, allowing applicants to pay the entire tuition with their application.
💡Tip: If you are using Adult & Family Registration, we suggest making use of Pay In Full. That way, if you run both adult and child sessions, the billing preferences won't override each other.
Video Tutorial
Define Billing Preferences
Navigate to Admin > Financial Admin. From the Definitions menu in the upper right corner, select 'Billing Preferences'.
Click the green Define New button.
Enter a name and description (the description will show for applicants through CampInTouch) for the Billing Preference.
💡Tip: Include the payment due dates in the description.
Example: "I agree to make four equal payments on February 1, March 15, May 1, and June 15." By choosing this option, the applicant agrees to these payment dates and authorizes you to charge their card.
Use the Billing Method dropdown menu to choose whether this Billing Preference uses a credit card, eCheck, eCheck Manual, or Non-Credit Card.
Use the radio buttons to select whether this Billing Preference is Active or Inactive. You will also be able to make it Active or Inactive in specific seasons.
Use the radio buttons next to Show on App by Default if you wish for this option to show up online as a payment possibility for applicants.
Note: You can also configure this in your Seasonal Billing Preferences. Some camps prefer to set up hidden billing preferences to use for special occasions, as "office-use-only" type options.
Set Installments to yes if the billing preference has installments. This does not mean it will automatically invoice or charge credit cards.
💡Tip: See below for additional information on Ignore Past Due Balances.
You will later define the number of installments for Billing Preferences set to Installments when you work within the seasonal portion of Financial Administration; you are currently just creating the billing option, such as Installment by Credit Card.
Click Save if you are done adding preferences, or Save + Add Another if you have more to add.
Installment Billing
Understanding Installment Billing Preferences: Imagine your Billing Preference involves six monthly installments from December to May.
Initial State: If no invoice has been sent, the system sees "Installment 0 of 6."
First Invoice: On December 1st, sending the first invoice updates the system to "Installment 1 of 6."
Second Invoice: On January 1st, sending the second invoice updates it to "Installment 2 of 6."
Final Installment: This continues monthly until May, which would be "Installment 6 of 6."
The system divides the remaining balance by the number of installments left. For example, if a family owes $2500 and there are 5 installments left, each installment would be $500 ($2500/5).
Installment: Ignore Past Due
When you set a billing preference to "Installment," an option called "Ignore Past Due" appears. This setting affects how installment amounts are calculated if payments are missed.
Example: For a billing preference with 5 installments and a $1000 tuition fee, each installment is $200.
Ignore Past Due: Yes is selected
If an applicant misses the January payment, the remaining $1000 is spread over the next 4 installments. Thus, February's invoice shows $250 due.
💡Tip: Use the Yes setting carefully, as it changes the installment structure and can complicate balance reporting. Ignoring past balances can allow applicants to fall behind on payments. Typically, it's better for families to see both current and past due amounts on the same invoice.
Ignore Past Due: No is selected
Now, If an applicant misses January's payment, February's invoice will show $200 for February plus $200 past due from January, totaling $400.
💡Tip: Setting Ignore Past Due to No is recommended as the default. This approach prevents confusion by keeping the number of installments consistent.
📖Related Help Materials:
Edit and Delete Billing Preferences
Navigate to Admin > Financial Admin. From the Definitions menu in the upper right corner, select Billing Preferences.
Click the yellow 'Edit' button on the line of the Billing Preference you wish to modify.
Enter your changes and click the green Save button.
Click the red Delete button on the line of the Billing Preference you wish to remove.
In the confirmation window that appears, click the green 'Yes' button to delete.
Note: If you have assignments in use with the Billing Preference associated, you will not be able to delete the Billing Preference. Instead, set to inactive to remove as an option.
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