Line item accounting breaks down debits and credits into different categories. Each category, or line, shows a specific kind of financial category, helping to clearly see how each aspect affects your camp's overall financial status.
Video Tutorial
Non-Seasonal Line Items
Non-Seasonal line items are like your standard, reusable items every year. They're timeless. Instead of creating a new tuition item for each year like "2025 Tuition," "2026 Tuition," just make one "Tuition" line and update its price yearly. This saves you time and makes your reports neater and easier to handle!
To create and edit Line Items, navigate to Admin > Financial Admin and select the Line Item tab from the top navigation.
Two tabs, one for Debits, and one for Credits, appear at the top of the table. Debits are like charges (+), while credits are similar to discounts (-).
💡 Tip: The method for creating and modifying line items is similar for both tabs. Just remember to choose either the Credit or Debit tab, depending on the list you want to work on.
Define New Line Items
To create a new Line Item, click the green Define New button at the page's bottom.
Note: To edit, click the yellow Edit button next to the item name and follow the instructions below.
Check the Active box and enter a name for the Line Item.
Note: This name will be visible on an attendee's financial ledger, so it's important to make it clear and understandable.
Use the dropdown menu to select the appropriate Financial Category for the line item. Optionally, enter a General Ledger number (if needed, for exporting to accounting systems) and Description.
Note: Financial Categories are set up using the Definitions Menu dropdown, located on the right side of the window.
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Choose either Credit or Debit by selecting the appropriate radio button.
Note: The available options below will change based on your selection, as well as whether you're applying the line item to a "Child" or a "Family."
Use the radio buttons to specify if the line item applies to the Child or the Family.
Note: If you have Adult and Family enabled, you will see Person (attendee) instead of Child.
Example: When applying a Credit line item to a person, you will select the financial type associated with the line item by using the dropdown menu:
Standard: most tuition line items will fall under this type. Anything you might also want to manually add into a ledger needs to be this type.
Standard (early bird): if adding an early bird discount, use this type.
Additional Option: use this for line items associated with additional option categories.
Sibling: use this for line items associated with a sibling discount.
Multiple Session: use this for line items associated with a multiple session discount.
Promotional Code: use this for line items associated with a promotional code.
Pay in Full: use this for line items associated with a pay in full discount.
Selecting "Family" instead of "Child", you would only see the "Standard" option.
Example: If you select "Debit" and apply it to a "Person," the "Discretionary Account Funding" option will appear. The options in the "Financial Type" dropdown will also differ from those available when applying it to a "Family."
Use the radio buttons to select whether this line item is an amount in dollars ($) or percentage (%).
Note: If you select a percentage, you'll need to choose which Financial Categories to use for the calculation.
Example: When applying a percentage discount, you may want it to reduce tuition but not "Extracurricular" items. Avoid applying the discount to categories already discounted, as this can create confusion and errors.
When selecting a percentage, you can enable Whole Number Rounding. This prevents discount totals from including amounts less than a dollar, like $56.78 or $25.13.
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Click Save if you are done adding line item Credits, or Save + Add Another if you have more to add.
Delete Non-Seasonal Line Items
Navigate to Admin > Financial Admin. In the light gray sub-menu across the top of the screen, click Line Items just to the right of the seasons list.
Click either the Credit or Debit tab in the inner window.
Click the red Delete button on the line item 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 line item associated, you will not be able to delete it. If necessary, reach out to our Support Team for assistance in removing it. Typically, instead of deleting, you would mark these line items as inactive for the season if they're no longer needed. Remember, once something is deleted, you lose the ability to include it in reports.
Seasonal Line Items
Once you've defined your line items, you can activate them in your specific season, and set the prices for them.
Note: At the start of each new season, you'll need to update the prices and save the changes in your pricing table. However, there's no need to recreate the line items each time.
Navigate to Admin > Financial Admin > and select the Season from the top navigation. Click on the Seasonal Line Items tab
When you open either of the two sub-tabs, Debits and Credits, they automatically fill with a duplicated list of your active Non-Seasonal Line Items.
Note: Only Active items from the Non-Seasonal list will appear in the Seasonal Line Items Debits/Credits.
Activate Debit & Credit Line Items
From the Financial Administration season, select the Seasonal Line Items tab, then Debits.
Click on the check box to the right of the Debit you wish to activate.
Note: If you do not set the line item to active, you can't add it to the pricing table, and you also cannot add it directly into a ledger. Inactive items are invisible!
💡Tip: Within the Debits (or Credits) tab, you can sort the list by the Line Item name, Ledger Number, Type, Apply to, Amount or Effective Date by simply clicking on each category title.
Depending on whether the Line Item was defined as a dollar amount or a percentage, enter the appropriate Amount on the same line. This price is for this specific season.
If this specific item has an Effective Date, click on the Effective Date box and select the date.
Note: The Effective Date is the date the item will show up on the attendee's invoice. You may leave this blank if you want.
Example: This can be a helpful tool for regulating the charges on invoices at a given time. For instance, if you have a Line Item for ''Laundry,'' you may not want to charge that amount until the end of camp, thereby keeping the charge (debit) hidden from the invoice until camp (and the laundry service the applicant is paying for) is complete. Then applicants would see it on their final invoice, and not before.
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Click Save.
Repeat the above steps for Credits.
💡Tip: Use the blue Reset button to refresh the page to its original settings. Reset will always refresh to the LAST SAVED settings.