Below are some common examples we’ve seen asked before. Remember that you only need accounts for things that you need to track so you should tailor your accounts to your specific needs. It is very helpful to have accounts for big ticket items like summer camp and monies you need to track over a period of time.
To charge a scout’s account:
Since this is income set up a revenue account (e.g. Donations). You’ll also want to set up a liability account for the scholarships (e.g. Basic Scholarships).
When it’s time to award a scholarship
You’ve just awarded the scout a $50 scholarship.
Set up a Liability account for Day Camp and Member accounts for all scouts (and adults). Johnny Scout gives you $50 for camp. It’s a 2-step process to properly record the transaction so everyone knows the money came from and where it’s planned to be spent.
If a scout decides not to attend Day Camp…
When it’s time to pay Day Camp..
Your goal is to have $0.00 left in Day Camp. It’s ok if you don’t, but you’ll want to know how to handle any overages. It may stay and rollover into next year or transfer it to another account to be used in another way.
Donations can be tricky if the donor requests you use the money a certain way. Let’s say you get $1000 and the donor wants you to spend 50% on Day Camp scholarships and 50% on new tents.
When you have a scout who needs a Day Camp Scholarship..
Why do you need 2 transactions? This will help you identify who received the scholarship money and how it was spent.
A scout puts $100 on his scout account to pay for camping trips. There are a couple of different ways to handle this in Scout Manager, but I’m going to just show you the accounting portion.
When you need to charge for a camp out.
When you need to reimburse an adult for buying food for the camp out.
This may look like a lot to take in at first – you’ll need to read through a few times before setting your accounts in Scout Manager. Set an initial balance for your Pack Checking account (like $1000) so you can run through these steps as a mock up and actually create all those transactions. When you’re ready to start over and set it all up for real, you can delete everything very quickly with the link below.
Set up a liability for Summer Camp to collect the money into, you should also have User accounts for each scout/adult. Now create a transfer for the correct amount and description. Select the checkbox to transfer between users/liabilities. Now you can select the scout and then the Summer Camp liabilty account. This will change the scout the amount for summer camp (a negative entry) and move it into Summer Camp (a positive entry). When it’s time to pay the balance, create a withdrawal against checking account and summer camp. Example actions below
Receive money the same as described above. Parents/scouts could pay as lump sum or over time to bring their balance up from negative. Once you’ve collected enough money to make the final payment to summer camp you would handle it just like you paid the deposit above.
I have reimbursed parents for expenses related to campouts, and was able to charge the Campout liability account.
Now I have a parent who made a purchase from the Scout shop for troop items, and used her own funds because the Scout shop balance was depleted. Since the amount was small, she did not ask for a cash reimbursement but just to have it put into her scout’s account.
In QuickBooks, I just transferred funds from the General Fund to her scout’s fund, and in so doing was able to both adjust the account balances for both sides as well as “charge” the purchase against the “Awards” expense account. But I cannot figure out how to perform this reimbursement, since we don’t have a “General Fund” liability account.
So, two questions:
Use the Adjusting Entry (from Transfer) to DEBIT the Awards account and CREDIT the scout’s account. This increases both accounts so you’ll be able to keep track of your Expenses while crediting the scout’s account.
Popcorn fundraisers are popular in the BSA as a great source of income for the unit. Some units share the profits with scouts into their own accounts, while others simply keep the money in a general account available for use by the unit. As you collect sales money, deposit the money into the Popcorn Asset account and credit the Popcorn Revenue. When it’s time to pay for the popcorn, pay from the Popcorn Assets and debit the Popcorn Expenses.
The account setup looks like this:
|Asset||2013 Popcorn Assets|
|Expense||2013 Popcorn Expenses|
|Revenue||2013 Popcorn Revenue|
If you decide to share profits with your scouts, you can debit the Popcorn Revenue and credit the Member accounts. Money left in the Popcorn Asset account can be transferred into the unit’s general asset account.
Let’s say you are attending a Fall Camporee and the total cost is $40 per scout. $25 is for food and $15 is for the Fall Camporee registration. We have 2 Liability accounts to split the money. We’ve used liability accounts (not Revenue) because this is not a fundraiser for the unit. All the money collected should go towards the camporee.
The account setup looks like this:
|Asset||Fall Camporee Assets|
|Expense||Fall Camporee Expenses|
|Liability||Fall Camporee Food Payable|
|Liability||Fall Camporee Registration Payable|
As you collect money from the scouts, split the food and registration money into the 2 different accounts. Deposit all money into the Fall Camporee Assets account and credit $25 into Fall Camporee Food and $15 into Fall Camporee Registration accounts. When the time comes to pay for the Camporee Registration, make the payment from the Fall Camporee Assets and debit the Fall Camporee Registration account. When the time comes to reimburse the Food Dudes for buying the food, reimburse them from the Fall Camporee Food account.
If either account comes up short, you’ll know someone either didn’t pay or you didn’t collect enough.
You unit wants to buy BSA logo t-shirts and sell them back to the scouts as they need them. T-shirts cost you $9 and you charge scouts $10. You want to be able to track over time how much investment you have in t-shirts.
The account setup looks like this:
You buy 100 shirts costing you $900. You want to track when a scout gives you money to buy a shirt and you already have scout member accounts set up.
You can set up MEMBER accounts for every person in the troop and then associate it with their user profile. When you set up the accounting system for the first time, it will handle this for you automatically. But sometimes you may want to add someone to an Asset, Expense or other account type.
To associate a user profile with any account, view the account details and press the Add User button. Type the user’s name, select it and press Add Selected. Now the user can see the balance and transactions from the Accounts tab on their user profile. Keep in mind, parents of scouts will automatically see their son’s account so there’s no reason to add them manually.