IN BRIEF
Manually creating camp tuition charges allows administrators to bill families directly from the ledger for both current and past camp enrollments. This method ensures accurate pricing, discounts, and enrollment associations when automatic billing is not used. 

• Overview
  • Important considerations
  • Permissions Note
• Accessing the Feature
• Step-by-Step Instructions
  • Billing for current camp enrollments
  • Billing for past camp enrollments
• Troubleshooting & FAQs
• Related Articles

Overview

Administrators can manually create camp tuition charges from the family or student ledger. This process ensures that charges correctly reflect pricing schedules, discounts, and enrollment details.

This workflow supports:

• Billing for current camp enrollments
• Billing for past camp enrollments
• Applying discounts, taxes, and additional line items as needed

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Important considerations

• If using a multi-location account, ensure the correct location is selected before creating charges.
• All enrollments should be created before adding charges so the System can correctly apply multi-student discounts.

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Permissions Note

• Staff must have the "Change Charge Amount" permission to:
  • Edit amounts
  • Modify discounts
  • Add discount or promo code line items

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Accessing the Feature

1. Go to the Family or Student page.
2. Search for and select the desired family or student.
3. Select the Ledger ($) icon to open ledger options.
4. Select New Charge. 

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Step-by-Step Instructions

Billing for current camp enrollments

1. Go to the Family or Student page and Search for the family or student you wish to charge.
2. Click the Ledger icon ($) to open the ledger options.
   
3. Click New Charge.
   
4. Click on the Line Item Type Dropdown.
   
5. Choose Camp Tuition line item type.
6. Under the "Camp Enrollment" drop down menu, select the enrollment you are billing for.
7. Adjust the Charge Title and Dates at the top of the window.
   (The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.)
   • NOTE: While it is possible to future-date charges in iClassPro, we do not recommend doing this as it makes tracking the payment in financial reports more difficult.
8. Using the drop down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
9. The Amount will automatically fill in based on the pricing schedule attached to the camp, along with any additional charges from User Defined Questions and will take into account any discounts.
   • NOTE: If you are creating charges for camp blocks that were added after the original enrollment has already been charged, the Amount will only reflect the difference owed.
     • The system should display a “Cost Adjustment Discount” message if the new charge is reduced because the family has an existing overpayment from a previously modified enrollment or from a change in student discount ordering. This message alerts the staff member that earlier charges already exceed the correct total. The system is intentionally lowering the new charge to ensure accurate billing—without requiring the staff member to manually review the ledger.
10. If the student qualifies for any Special Discounts, these will be reflected in separate Discount fields.
11. (Optional) To apply a second Discount or charge Tax on a specific line item in the charge, use the appropriate fields below the line item amount. (The option to CHARGE SALES TAX will automatically be enabled and will select the associate tax rate if the program associated with the charge has a tax rate set.)
12. Click +Add Line Item to add the line item to the charge entry. This will clear the line item information at the bottom of the screen and add the line item to the list at the middle of the window.
    
13. (Optional) Repeat steps 4-8 to add any additional line items to this charge entry.
14. Adjust the Dates at the top of the window if needed to adjust the Charge Date, Due Date or set an Early Bird Date.
    • For more information about Early Bird discounts, see our "What is an Early Bird Discount?" document.
    • Note: The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.
15. Click Create to save all line items in this charge window as separate charge entries on the ledger, or Create & Make Payment to launch the "New Payment" screen.

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Billing for past camp enrollments

1. Go to the Family or Student page and Search for the family or student you wish to charge.
2. Click the Ledger icon ($) to open the ledger options.
   
3. Click New Charge.
   
4. Click on the Line Item Type Dropdown.
   
5. If the student has had current or past camp enrollments, the Camp Tuition line item type will be active.
   • NOTE: If ONLY past enrollments are found, the "Camp Enrollment" drop-down menu will read ** NO CAMP ENROLLMENTS FOUND ** until you complete steps 6-7.
6. Under the "As of Date" field, enable the "Bill for Past Enrollment" option.
7. Set the "As of Date" to a date when the camp enrollment you wish to bill for would have been active.
8. Under the "Camp Enrollment" drop down menu, select the enrollment you are billing for.
9. Adjust the Charge Title and Dates at the top of the window.
   (The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.)
   • NOTE: While it is possible to future-date charges in iClassPro, we do not recommend doing this as it makes tracking the payment in financial reports more difficult.
10. Using the drop down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
11. The Amount will automatically fill in based on the pricing schedule attached to the camp, along with any additional charges from User Defined Questions and will take into account any discounts.
    • NOTE: If you are creating charges for camp blocks that were added after the original enrollment has already been charged, the Amount will only reflect the difference owed.
      • The system should display a “Cost Adjustment Discount” message if the new charge is reduced because the family has an existing overpayment from a previously modified enrollment or from a change in student discount ordering. This message alerts the staff member that earlier charges already exceed the correct total. The system is intentionally lowering the new charge to ensure accurate billing—without requiring the staff member to manually review the ledger.
12. (Optional) To apply a second Discount or charge Tax on a specific line item in the charge, use the appropriate fields below the line item amount. (The option to CHARGE SALES TAX will automatically be enabled and will select the associate tax rate if the program associated with the charge has a tax rate set.)
13. Click +Add Line Item to add the line item to the charge entry. This will clear the line item information at the bottom of the screen and add the line item to the list at the middle of the window.
    
14. (Optional) Repeat steps 4-9 to add any additional line items to this charge entry.
15. Adjust the Dates at the top of the window if needed to adjust the Charge Date, Due Date or set an Early Bird Date.
    • For more information about Early Bird discounts, see our "What is an Early Bird Discount?" document.
    • Note: The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.
16. Click Create to save all line items in this charge window as separate charge entries on the ledger, or Create & Make Payment to launch the "New Payment" screen.

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Troubleshooting & FAQs

• Why is the "Camp Enrollment" dropdown showing "NO CAMP ENROLLMENTS FOUND"?
  • Enable "Bill for Past Enrollment" and set the As of Date to a time when the enrollment was active.
• Why is the amount lower than expected?
  • If additional camp blocks were added after initial billing, the System only charges the difference owed.
• Can I future-date camp tuition charges?
  • Yes, but it is not recommended because it can make financial reporting more difficult.
• Why can I not edit the charge amount?
  • You must have the "Change Charge Amount" permission to modify amounts, discounts, or promo codes.
• Why are discounts not applying correctly?
  • Ensure all enrollments are created before billing so the System can properly apply multi-student discounts.

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Related Articles

• What is the Camp Tuition Charges Task (Global Camp Billing)?
• What Is an Early Bird Discount?
• How Do I Create/Edit a Camp Pricing Schedule?

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