Payments

Process payments, manage scout accounts, and track finances.

Understanding the Payment System

The system handles several types of payments:

• Event Fees - Campout and activity costs
• Troop Dues - Regular membership dues
• Scout Accounts - Pre-funded accounts for events
• Donations - Optional contributions

Setting Up Event Payments

When creating an event, set the price to enable automatic payment processing.

How It Works

1. Create event with a price
2. Members RSVP
3. System generates invoice automatically
4. Member receives payment notification
5. Payment made via credit card or scout account
6. Confirmation sent to member and leaders

Processing Manual Payments

For cash or check payments, record them manually.

Navigate to Admin Dashboard → Payments and click Create.

Payment Entry Fields

• Member - Who is paying
• Type - Event, Dues, Donation, etc.
• Amount - Payment amount
• Payment Method - Cash, Check, Credit Card, Scout Account
• Date Paid - When payment received
• Event - If payment is for a specific event
• Note - Check number or other details

Scout Accounts & Funds

Scout accounts allow families to pre-fund a scout's account for future expenses.

Adding Funds

Families can add money to scout accounts via:

• Online - Credit card through the "Money Stuff" page
• Manual Entry - For cash/check deposits by leaders

Using Scout Accounts

When a scout with account funds RSVPs to a paid event:

1. Invoice is created
2. Scout/parent can choose to pay from account balance
3. Funds are automatically deducted
4. Remaining balance updates

Managing Scout Accounts

Navigate to Admin Dashboard → Add Camp Funds (or similar page) to:

• View all scout account balances
• Add funds for cash/check deposits
• Adjust balances if needed
• View transaction history

Viewing Invoices

Invoices are generated automatically for paid events.

Navigate to Admin Dashboard → Invoices to:

• View all outstanding invoices
• Filter by paid/unpaid status
• Filter by member or event
• Send payment reminders
• Mark as paid for offline payments

Invoice Status

• Unpaid - Payment pending
• Paid - Payment received and confirmed
• Overdue - Past due date (if set)
• Cancelled - Invoice voided

Payment Methods

Configure payment methods at Admin Dashboard → Payment Methods.

Available Methods

• Credit/Debit Card - Online processing via Stripe
• Cash - Manual entry by leaders
• Check - Manual entry with check number
• Scout Account - Deduct from pre-funded balance

Viewing Payment Reports

Track finances through various reports:

Payment History

In Admin Dashboard → Payments:

• View all payments received
• Filter by date range
• Filter by payment type or method
• Export to spreadsheet
• Total revenue calculations

Outstanding Balances

In Admin Dashboard → Invoices:

• View unpaid invoices
• Total amount owed
• By member or event

Refunds & Adjustments

For refunds or payment corrections:

1. Find the original payment
2. Create a negative payment entry for refunds
3. Enter the reason in notes
4. Process offline refund (cash/check) to family

For online refunds via credit card, contact your troop owner or system administrator.

Member Payment View

Members and parents access their payment information via Money Stuff in the user menu.

They can:

• View outstanding invoices
• View payment history
• Check scout account balance
• Make online payments
• Add funds to scout account

Best Practices

• Record payments promptly (within 24 hours of receipt)
• Reconcile online payments weekly
• Send payment reminders 1 week before events
• Keep clear notes for all manual entries
• Export payment reports monthly for treasurer
• Review outstanding balances before major events
• Maintain consistent pricing for similar events

Troubleshooting

Payment not showing? Check that:

• Status is set to "Approved" or "Paid"
• Date is within your filter range
• Correct member is selected

Invoice not generated? Verify:

• Event has a price set
• Member RSVPed as "Going"
• Member's account is active