Payments — Item Catalog

Where to find it: Finance & Events card → Payments button → Item Catalog tab

The Item Catalog is your club's "menu" — every billable or sellable thing you offer, before it's charged to any specific member. Once an item exists here, you assign it to members as a fee.

What you can do here

• Create an item
• Filter and sort the catalog
• Activate or deactivate an item
• Delete an item

Create an item

1. Click New Item.
2. Fill in Name (required) and pick a Type: Program Fee, Trip Payment, Event Fee, Donation, or Merchandise.
3. Set an Amount (optional — defaults to $0). For Donations, this becomes a suggested minimum, and you can additionally check Allow custom amount to let the payer enter more.
4. Choose Assignment Mode (Required or Optional) and Assignment Quantity (Per Family or Per Student — per-student items multiply the amount by the number of students on the family record when assigned).
5. Optionally set: Category (free text), which installment counts to offer (1–4 payments — this only sets what's available; exact due dates are chosen when you assign the fee), auto-assign to new active members, whether to email members when assigned (on by default), reminder days before the due date, a Revenue Account, item options (variant choices, e.g. sizes), a max capacity, and an availability date window.
6. Click Create Item.

Filter and sort the catalog

Use the Type, Mode, and Status dropdowns above the table to narrow the list (defaults to showing Active items only). Click a column header (Name, Amount, Created) to sort.

Activate or deactivate an item

Click the eye icon on any row to instantly toggle it Active/Inactive — no confirmation needed. An inactive item disappears from Fee Assignments' "Select Item" dropdown but keeps its full history.

Delete an item

Click the trash icon, then confirm. What actually happens depends on history:

• If no fees reference the item, it's permanently deleted.
• If fees do reference it (someone was ever assigned this fee), it's deactivated instead — the confirmation dialog tells you this up front.

Field reference

Common questions

What's the difference between "Delete" and "Deactivate"? If an item has never been assigned to anyone, Delete removes it entirely. If it has history, Delete quietly becomes Deactivate instead — your past records are always preserved.

Does changing installment choices affect existing fees? No — installment choices only control what's offered the next time you assign this item as a fee. Already-assigned fees keep whatever schedule they were given.

Troubleshooting

Related

• Fee Assignments — assign a catalog item to members
• Event Plans — for multi-installment trips, which use a separate setup flow from catalog items