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.
Use the top-level menu to navigate to Accounts => Dashboard. From here you should see a navigation bar with Account management. Each type of account is listed. To create an account, select one of the types and press the Add button. You’ll get a new high-lighted row where you can enter the name, balance and date. Press Save when you’re done.
Use the top-level menu to navigate to Accounts => Dashboard. From here you should see a navigation bar with Account management. Each type of account is listed. To delete an account, select one of the types and press the Delete button. It’s going to ask you how you’d like to delete the account.
Delete Account and Transactions
This will delete the account and all transactions associated with it. You should take precaution when using this feature as it could leave your accounting in a state you’re not anticipating. You have an expense account here you’ve been posting the unit’s expenses. If you delete the account and account transactions it would remove the expense portion of the transaction but would not alter the associated ASSET accounts. You’d lose the expense tracking but the ASSET accounts would still retain their current balances.
Delete Account only
This will delete the account but leave all associated transactions intact. The account will be gone and all of it’s associated transactions will be moved to Uncategorized.
Use the top-level menu to navigate to Accounts => Dashboard. From here you should see a navigation bar with Account management. Each type of account is listed. To edit an account, simply type in the provided fields and press the Save button.
You can make an account inactive by unchecking the Active checkbox.
To set an account’s initial balance, follow the Edit Account instructions above. 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 do 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.