Accounting is only accessible through the Treasurer role. You’ll need to assign the person responsible for your finances this role. Add the treasurer role by navigating to the Leaders tab, press the + button, select the Treasurer role and add the person(s) who require the role.
Note: The user(s) will need to logout and back in for new security settings to take affect.
You’ll want to give some thought on which accounts you’ll initially need. When Scout Manager initializes accounting for the first time, it provides you with a base set a general accounts you may find helpful. You can add, edit or delete accounts as necessary over time so the unit has exactly what you need when you need it. For a quick overview of the account types be sure to read Intro to Accounting.
Below are some popular choices:
Use the top-level menu to navigate to Accounts => Dashboard. From within Accounting, select Account management from the navigation bar and choose an account type. Add an account, set the name, starting balance and date then press the Save button.
You can set the initial balance all accounts at any point in time. By setting the Initial Balance Date, you can control when an account shows up on your financial reports. For example, if your committee wants to set aside $500 of it’s existing finances to start a New Tents fund, you can create the liability account with initial balance of $500 with a current date. This account will show up on future reports but won’t show a balance on prior reports.
The toughest question everyone asks is: What accounts do I need? There’s no definite answer because everyone has different needs. Scout Manager provides a base set of common accounts most unit’s use, but there’s certainly a good possible you may not need all of them and actually need others. Don’t be afraid to make changes – Scout Manager accounting is flexible enough for you add, edit and delete all you need to. Here are some guidelines.
Do I really need financial user accounts for everyone in the unit? If you’re running a Cub Scout Pack, there’s a high probability you won’t need them. But Troops and Crews usually have monthly camping, summer camps and high-adventure trips they need to collect money for and usually need a way to keep everyone’s money separate.
If you decide to use Scout Accounts, you’ll want to ensure new scouts and adults get a Member account created when they are added. Someone with the Leader role can turn on a flag within the Unit settings so that when a new user (scout or adult) is created a financial account is automatically created for them.
That’s it! You’re ready to enter the first transaction.