Activating and using the Payment Apportionment tool gives you the option to separate and distribute payments within a family.
You have the option to manually apportion payments, or set up automated allocation rules for the system to follow.
Video Tutorial
Manual Payment Apportionment Setup
Manual payment apportionments are done within each individual Person Record, but you must enable this functionality in Financial Admin first.
Navigate to Admin > financial Admin Select "Settings" from the menu, and click on the "Payment Apportionment Settings" tab.
Under "Activation", choose the "on" radio button.
You are now ready to manually apportion payments within the Unified Person Record (UPR).
Navigate to the Person Record (UPR) you want to add payment apportionment to; choose the lower "Financial" tab from the record section.
The "Ledger" tab displays all payments made to the account. From the "Apportionment" tab, choose the payment you are needing to disperse.
Example: Below, you can see the process for apportioning Check #1212 for $1,000.00 between the siblings Charlie and Will Goodhart.
Split the payment between the family members, ensuring 100% of the payment is apportioned. EXAMPLE: $500.00 is apportioned to both Charlie and Will.
Click the green "Commit Changes" button.
Automated Payment Allocation Rules
Video Tutorial
Navigate to Admin > financial Admin. Select "Settings" from the menu, and click on the "Payment Apportionment Settings" tab.
Setting the "sibling" rule. If chosen, this rule automatically splits family based payments evenly between siblings.
Example: following the "siblings" allocation rule, if a family payment is posted for $900.00, it will be split evenly between the campers at $300.00 each.
Setting the "Allocation Rules". Following the list, define as many allocation rules as you see fit. You are able to drag and drop categories or sub-criteria to reprioritize.
Once you have the Allocation Rules set, check the "Activate Rules" "on" radio button to turn it on.
Note: If the need arises, you have the option to retroactively add new rules to previous line items using the Batch-run Apportionment Rules tool.
Navigate to Financial > Batch Operations > Family Batch Run Apportionment Rules
Payments by Charge Report
When using payments apportionment, you can use the "Payments by Charge" report to provide detailed information about how much has been paid and credited towards a transaction.
Video Tutorial
Navigate to Financial>Reports>Transactions
Select the "Payments By Charge" radio button and add any additional report settings needed.
📖Related Help Materials
Add filters to constrain your Payments by Charge Report.
Generate the report as a PDF or CSV by selecting the appropriate radio button, and select the green Run Report button when ready. A new tab will open with the generated report.
For a full review of the information available on the Payments by Charge Report, view the example in the video tutorial below.
Payments by Credit Report
Use the "Payments by Credit" report to get detailed information on which charges have been apportioned to your credit and payment transactions.
Video Tutorial
Navigate to Financial > Reports > Transactions. Select the "Payments By Credit" radio button and add any additional report settings needed.
📖Related Help Materials
Add filters to constrain your Payments by Credit Report.
💡Tip: Some filters might not apply to your payment. For example, if payments are added by family (not camper) or are not categorized, filters like 'Line Item Name,' 'Pricing Identifier,' and 'Sessions' will prevent payments from showing.
Generate the report as a PDF or CSV by selecting the appropriate radio button. Select the green "Run Report" button when ready. A new tab will open with the generated report.
For a full review of the information available on the Payments by Credit Report, view the example in the video tutorial below.
Transaction Report: Detailed vs. Summary
The "Summary" report will not account for your line items in the same way as the "Detailed" report.
Note: Some line items in the detailed report won't appear in the summary report, resulting in a lower total amount in the summary.
Example: The Detailed credit report run in a camp with Payment Apportionment shows all credit line items.
The summary report (or a detailed report with the "dividing transactions" box unchecked) excludes standard or manual discounts. It only shows discounts from the pricing table, such as early bird discounts, and system discounts like sibling discounts, promo codes, or multi-session discounts.
