Welcome! This forum has a treasure trove of great info – Scouters helping Scouters! Just a heads up, though - all content, information, and opinions shared on this forum are those of the author, not the BSA.
I am Troop Treasurer for a larger troop 100 plus scouts - Boys and Girls Troops. We are a very active troop with thousands of postings to Scoutbook payment logs annually.
We use Quicken to keep track of expenses and Scoutbook to keep track of individual Scout balances. We balance postings in aggregate to the summary postings for Scoutbook recorded in Quicken.
We have been using Scoutbook for about 9 years and Quicken for about 5 years. We have had a few problems in reconcilation that I have handled, but I am turning over the Treasurer position in a few months and I want to have a cleaner periodic reconcilation process. They center around handling of Scouts who are no longer with the Troops.
When we run the payment log report csv report which we download into an excel table. Scouts no longer with the Troop appear. Latest run showed 202 scouts and our current active scouts are about 100. Most of these have zero balances but still appear on the report because the report picks up any Scoutbook activity even if it occured since we first started to use Scoutbook. Is there a way to delete these Scouts from the Payment Log report—or have some sort of automated filter to delete these Scouts from the report. Any filter applied would be best in the payment log report rather than excel.
Recently the annual registration for scouts is the responsibility of the parents of individual scouts not through a troop/council rechartering process. Although this is by far a more efficient process, about 10-12 Scouts were slow to complete paperwork. This resulted in them being unable to access Scoutbook and we are unable to post to Scoutbook. (Their history is still retained in the Payment log report but it requires separate invoicing until the are caught up on registration paper work and are reinstated in Scoutbook.) Is there a process or work around that would mitigate this?
@JimHarrigan - the best i can offer is that scoutbook offers a search pay logs that can limit the data to current, all or past members both youth and adult.
Beyond that my feeling is best practice would be to never delete anything as any good CPA or auditor would note.
No. The best way to mitigate this is to have them complete this in the 4 month window (2 before and 2 after) their expiration date. It should go smoother the next time around!
Very helpful. With respect to encouraging timely renewals, are there any reports in Scoutbook or other suggestions that would help us monitor future renewals?
@JimHarrigan - you may want to run the following reports in the organization manager in my.scouting.org
MEMBER OPTED-OUT REPORT
MEMBERS DUE TO RENEW
MEMBERS WHO HAVE RENEWED
Non Renewed Membership Report
The key 3 receive an email each month of any of the people in their unit are eligible to renew. Stick to that and make it happen before the grace period.
