Adding canteen funds for a user
Load money onto a camper or staff member's canteen balance when payment is taken at the office, using the admin Canteen Deposits screen.
Add funds from the admin site
Add money to a camper or staff member's canteen account from the admin site when someone pays in person at the office. Use the Canteen Deposits screen to record the deposit and update their balance right away.
Where to go
- Sign in to the admin site.
- Open Canteen in the main menu.
- Select Deposits.
- Click Add Funds in the page header.
Who can do this
You need access to Canteen Deposits to add money to a user's balance. This access is controlled by the canteen_purchases permission.
If you do not see Canteen or Deposits, ask an administrator to check your role permissions. Your account also needs the canteen module enabled before these screens appear.
Step-by-step
Click Add Funds
From Canteen Deposits, click Add Funds. The Add funds modal opens.
Choose the user
In User, start typing the person's name in the search box, then select them from the list. Their current canteen balance appears below the user field.
Choose the payment account
In Account, choose how the payment was received:
- Cash if Accept cash is turned on in Canteen settings
- Zelle
- A saved card or bank account on the family's file
Saved card and bank account options load after you select the user.
Enter the amount
Enter the deposit amount. As you type, the modal updates both Current balance and New balance so you can confirm the change before saving.
Save the deposit
Click Add funds to save the deposit. Click Cancel to close the modal without saving.
If your camp charges a credit card surcharge, the modal shows a note at the top with the surcharge percentage.
What happens after
- The deposit is recorded on Canteen Deposits.
- The user's canteen balance increases and can be used for User Account purchases at the canteen register.
- Confirm the deposit on Canteen Deposits or check the balance on Canteen Account Balances.
Related screens
| Screen | Use for |
|---|---|
| Canteen Deposits | Add funds and review deposit history |
| Canteen Account Balances | See who has money left; View activity for deposit vs. purchase breakdown |
| Canteen (main POS) | Ring up purchases charged to a user's balance, not for adding funds |
Families adding funds online
Families can also add canteen funds in the parent portal from Canteen in the menu or from Account, using a saved payment method. Office staff should use the admin Add Funds flow above when payment is taken in person.
The parent portal minimum deposit is typically $3.
Troubleshooting
| Issue | Likely cause |
|---|---|
| No Canteen menu | Module off or your login lacks canteen permissions |
| No Cash in Account dropdown | Accept cash is off in Canteen settings |
| No cards or bank accounts listed | Family has nothing on file; use Cash or Zelle, or have them add a payment method first |
| Add funds fails | Note the user, amount, and time; check the error in the modal and retry once, then escalate |
| Balance looks wrong | On Account Balances, use View activity. Balance equals deposits minus purchases, with deposits shown net of fees when applicable |