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Setup Accounting

Security

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.

Accounts

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:

  1. Checking account (ASSET)
  2. Cashbox (ASSET)
  3. Awards, Badges, Insignia (Expense)
  4. Campout Expense (Expense)
  5. Equipment Expense (Expense)
  6. Office Supplies / Misc (Expense)
  7. Recruiting (Expense)
  8. BSA Registration Fees (Liability) - used to collect fees from scouts/adults
  9. Popcorn Sales (Revenue)
  10. Donations (Revenue)

Create and Manage Accounts

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.

Initial Balances

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.

How to decide on accounts

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.

  • Nearly all units have an asset account in the form of a checking account. This is a must if you want manage your unit’s assets over time.
  • Look through your checkbook or Excel spreadsheets for categories of expenses. It’s a quick and easy to find where you’re spending money. These may change over time.
  • Revenue is usually fairly easy with the fundraisers your unit already has in place. Don’t forget to set up adjacent expenses if you’re buying a product to sell. e.g. Christmas poinsettas for sale.
  • Liabilities are sometimes the toughest to think through. If you’re collecting money to pay to someone else (e.g. BSA registration fees) then it’s a liability. You can also to set up a liability to save money for new equipment. All users have liability accounts since the money is being held in their name.

Scout/User Accounts

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.

How to ensure new users get a financial User account

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.

Next Steps

That’s it! You’re ready to enter the first transaction.