Refunds, voids, and balance adjustments
Voiding a payment
Void a payment from its row menu in the statement, on either the camper's or the family's Billing tab. This works for a payment that hasn't been collected, and for an offline payment (check, cash, or wire) after it's been marked received, since that money never went through Stripe. A card or bank payment that has cleared needs a refund instead.
When the camper is on a plan, the dialog offers to add the amount to the next payment, or spread it across the remaining ones, so the total owed stays the same. Leave that box clear and the amount goes back onto the balance.
The void is logged in the activity feed with full attribution, and the payment moves into its own collapsed group at the foot of the Activity section.
To void several at once, select the rows in the Upcoming section and choose Void selected, or use the Void payments bulk action on the payments table.
Refunding a payment
For money that's already been collected, choose Refund payment from the payment's row menu. The dialog shows the payment total, anything already refunded, and the amount still available. Use Full incl. fee or Minus convenience fee, or type any amount up to what's left, then add a reason for your records.
Card and bank refunds go back to the family through Stripe, and the family is emailed about the refund. Full and partial refunds both run from Campfront, so there's no need to open the Stripe dashboard.
A check or cash refund is recorded in the ledger only. Return the money separately, and note how you sent it so the record stays accurate.
Where a payment covers more than one camper, the refund is split across them. To refund several payments together, use the Refund payments bulk action on the payments table.
Splitting a scheduled payment
If a family has more than one parent account, you can split any payment that hasn't been collected across two of them. Open the payment's row menu, choose Split payment, pick the second parent, and set the percentage each one is responsible for, anywhere from 10 to 90.
The original payment is voided and two new payments take its place, one per parent, each charged to their own payment method. Tick Apply this split to all remaining payments when the arrangement holds for the rest of the season.
A few limits to work within:
Splits are set up by admins, not parents
Both parents must be on the same family account
A payment splits two ways only
Editing a scheduled payment
A payment that hasn't been collected (Scheduled, Awaiting payment, or Failed) can be edited from its row menu. Change the amount, the date, the parent charged, the payment method, or the collection type.
Collection type decides what happens on the due date: an automated payment charges the card itself, a manual one waits for someone to run it. Switch to manual and Switch to automated in the same menu flip it, and Charge now collects the payment ahead of its date.
Several payments can be edited together with Edit selected in the Upcoming section, or the Edit payments bulk action on the payments table.
Updating a payment plan
If a camper's balance has moved more than once - a charge reversed, then a new one added, say - the remaining installments can end up matching neither the old balance nor the new one. Payment plan, in the balance panel's Actions menu under Collect money, resizes the schedule to the current balance in a single step instead of adjusting each payment by hand.
Choose how to spread the difference - evenly across the remaining installments, onto the next one, or onto the last one - then confirm. The family is emailed their updated schedule. If the plan already covers the balance, there's nothing to change. If the balance drops to zero or below, the remaining installments are cleared rather than left sitting at $0.
Marking an offline payment as received
When a family's check arrives, open the payment's row menu and choose Mark check received. The wording follows the method, so a cash payment reads Mark cash received. Add the check number or another reference for your records.
The payment moves to Paid, the family is emailed a receipt, and the balance updates.
Adding a credit or a charge
Adjustments outside the normal payment flow go through the Actions menu on the balance panel:
Credit or discount reduces what the family owes, for courtesy discounts, scholarships, or corrections
One-off charge adds to what they owe, for late fees, replacement costs, or other extras
Enter the amount, add a description so your team knows what it's for, and save. The entry appears in the Activity section straight away and the balance updates to match.
Each entry's row menu can reverse it, and a manually added entry can be edited or deleted while it isn't tied to a payment. To adjust several campers at once, select them in the enrollments table and use the Add credit or debit bulk action, which can update their remaining installments at the same time.
If you add a credit before the family has completed checkout, like an alumni credit on an invited enrollment, it doesn't sit on the balance waiting to be refunded later. Campfront takes it off what they're charged: it comes off today's payment first, anything left over is spread across the scheduled payments, and checkout shows a Credit on account line so the family can see it was applied. A credit bigger than the order never produces an overcharge and is never spent twice. Whatever isn't used stays on the ledger for their next cart.
How balances are calculated
A camper's balance comes from their transaction records, not directly from their payments. Charges (enrollment fees, add-ons, surcharges, taxes) increase what's owed, and credits (payments received, discounts, adjustments) reduce it. A refund is recorded as a charge rather than a credit, because returning money to a family increases what they owe again. Anything you add by hand lands in the balance immediately.
The balance panel on the Billing tab reads this as Balance today, what's owed right now, Upcoming payments, everything still scheduled, and Balance after payments, what's left once those have gone through. Family billing covers the panel and the statement in full.