Money Account Basics

I think I am confused about when to use Debit and When to use credit to add charges to individual accounts and then record payments. As the treasurer I need to charge scout accounts for dues and activity fees, I also record when payments have been made in the scout’s money account. If a scout owes money should it read as a negative amount or positive amount in their money account? I think I may be using the credits and debits backwards. When have just started using Money Accounts and I would like clarification. When I read the documentation but I am still unsure.

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Use “Pay for something” (Debit) to subtract money from an account. Like Dues or an Event Fee.

Use “Add Money” (Credit) to add money to the account. Like a payment or something. If the scout has a positive balance, they can use that to pay for things. If they have a negative balance, they likely owe you something.

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Thank-you. What I may also be confused about is who should be actually entering transactions. I think I have set up each money account for the members so that I as the treasurer enters credits and debits not the scout itself. I created each account in the scouts name and then made them the owner but I unchecked the box allowing them to add transactions. I was looking at this money feature as a way for the treasures to record fees we need to charge for events and payments the scout has made to us in person. Did I set them all up wrong or can I use this to transition from a treasures money tracking spreadsheet? If I do not allow the Scout owner to add transactions does that me we cannot use event RSVP’s to add the cost of the event automatically to the account? So far we have just been using the bulk transaction feature to add fees but we did see how we could set up an event and have the scout fee added from the event. I just do not know if I disabled the accounts so that will not work. I just did not want families adding things to the accounts themselves but maybe I am looking at the system incorrectly in that I was trying to replace individual excel worksheets the treasurer has for each scout to something online they could view.

This: “Allow this account to be used by the account owner to pay individual fees such as event fees (this has no effect if you don’t specify an account owner)” needs to be checked for each account.

As long as scouts do not have the privilege: “Manage money accounts: Add debits and credits to youth money accounts” they will not be able to do transactions other than to pay for events and add money with a credit card or PayPal. By default, scouts do not have this privilege. They will not be able to manage transactions unless you specifically let them.

So we are still learning our way around the program. One question I have is if there is a way to RSVP and pay for an event and add it to a total if you have more than 1 girl in the program, so you are only making one payment and not having to do an individual payment for each girl if you are using a credit card or paypal.

This is something on our todo list, but is not currently a feature.

If my users have a balance in their money account and they try to RSVP for an event, the only option is “pay with PayPal”.

The box is checked to allow them to use the money account to pay for event fees. Their balance is equal to the event fee. I’m not sure what else to check.

Never mind, I found the other setting in “online payments” that was turned off.

We are not using Money Accounts yet. Basically I am trying to understand how it works. One of my questions is in the comment you added above about how the account holder can add money with a credit card of PayPal. How does this work? If the add money with one of those methods does it really go into the Money Account they have?

Is there a better explanation somewhere of how the Money Accounts work?

Thanks in advance for you help.

Gary Tynes
Treasurer
MO-2215

Very simplistically put, TroopTrack functions as a ledger of sorts. If you have people set up with individual accounts and they add money to them via PayPal, that money is really going to the Troop’s account (either PayPal or the bank account, depending on whether you use PayPal or Stripe). So if John Doe deposits $50 to his son’s account, all $50 will show up in the Troop’s account. Then, when a $20 event fee is charged for a campout or other event, they have already “paid” for it and have $30 still left to use as a credit towards other event fees, dues, or any other fees you charge them via TroopTrack.

OK I believe I understand. I am currently doing basically the same thing by tracking funds in Quicken for the Troop. Thanks.

Can funds taken for an event be deposited into two separate troop accounts? IE say event fee and equipment fee.

I cannot think of a way for this to happen automatically. You would have to create separate manual transactions.

I am a new treasurer trying to log a payment for a relatively new scout who apparently does not yet have an account. She does appear on the roster/directory, so she must be a member? But when I try to “Add Account”, her name is not in the dropdown menu as a potential owner. The “Owner” menu only shows a small number of youth and adults.
Based on your user guide, I believe “Name” means type of account, not scout name; and “Owner” means scout name, not the person who manages the account. Is this a correct understanding?
How can I add this member as a scout account in the money book?
Also, is there a more detailed manual available?
Thank you.

P.S. The youth in the dropdown menu are my own kids who already have accounts, plus a few seemingly random adults from the crew.

Based on your P.S. it sounds like a permissions issue. Do you have Access Level: Unit, and, Manage money accounts: Add debits and credits to youth money accounts? You can find your access level by going to the User menu with your name, Your Profile, Privileges.

I am not the treasurer, but I am the admin of our TT account - is there a reason to have a new account created for each calendar event? It very much clutters up our accounts page, and we don’t use them. Is there a way to turn off them being created every time we add something to the calendar?

Hi @KatieB,

We’re currently working on a fix for that issue. It shouldn’t be creating money accounts for each event unless that’s enabled. Our tech team is close to fixing it.

Thanks,

David Keener
TroopTrack

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@Keener-Trooptrack When you say “unless that’s enabled”, what do you mean? Is there a way to turn off creating money accounts for events (or to change the default option under Advanced from “create new account” to “troop account”)?

At first, I thought you were maybe talking about the “Use TroopTrack to track your troop’s finances?” option in TroopTrack Settings. But if I turn that off, then we can’t use ANY money accounts. And when I created a new event with that option turned OFF, and then turned it on again, an account for that new event had been created.

So, am I right in thinking that currently, the ONLY way to NOT create new money accounts for events is to remember to go under the Advanced tab and change the Money account setting from “Create New money account” to something else? I discovered that deleting the newly created money accounts is not enough to get rid of them. I did that for all the events that had been created recently; then someone went in and edited five of the events… and those five money accounts were created again!

I’d love this to be changed. I will tell all my leaders to change that event setting in the future whenever they create events, but I’m guessing many will forget, and as Treasurer, I’ll be deleting event money accounts on a regular basis…

Hi @schwammrs,

I mean that when you use TroopTrack to track your troop’s finances, and you go to create an event, from the “advanced” tab it can allow you to choose to create a new money account for that event. The money account will automatically be named after that event, so for clarification it shouldn’t be creating new money accounts unless that option is selected when creating an event.

Yes when you select a different money account, then an event account won’t be created. The reason that new money accounts are being created when that event is edited is because in the advanced tab you will need to change which money account is being used for that event. You can also click the gear icon, “online payments”, then scroll down to “default money account for event items”. This will automatically select (which ever account you choose) to be the event account for each event, then new events won’t be created each time an event is created/edited.

Thanks,

David Keener
TroopTrack