I had 317 items in a purchase order. When I closed it, all the items, in Advancements still show up in “To Award” category. Should it not be updated as “Awarded”
To Award is separate from being on a PO - items have to be awarded on their own
The recommended best practice is to set the award as Awarded when you physically present the award to the Scout. For example, if Scout A misses the Court of Honor, those awards would not be marked awarded until after the Scout is handed the awards.
@JigneshShah1 In Troop we mark Everything Awarded after a COH - then anything not picked up goes to a designated open location at the hut to be found.
So we are saying that once we close the PO, we have to go and manually mark all the items in PO as “Awarded”
Yes. The PO is the purchase order. It’s closed once you’re ready to make/make the purchases. That way, anything that’s approved afterwards goes on a new PO for the next order.
Awarded is purely a records keeping status for Units - it has no affect on Scouts - so mark as Awarded or not is up to you.
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To kind of piggy back on this thread, is there a way to clear out old adventures from the list that were not marked awarded or approved from a year+ ago? These were given to the scouts, but never updated in Scoutbook Plus. When I try to “award” the adventure on the youths page, I see the message “youth is not eligible to earn this advancement.”
It is not a major issue, but I am trying to clean up our “To Purchase” list to simplify the the ordering for this year.
just make a new PO with all the old stuff and close it
Thank you! I will give that a try as I work though our lists.
How would making a new PO with old stuff help?
First Scout should be Active to assign the award to a PO.
Second Closing the PO would still make the awards stay in “To Award”. It still manually needs to be moved to “Awarded” status. FYI, moving to Awarded status creates a new timestamp on the award but does not interfere with the “Completion Date”
There has to be a cleaner way to keep the “To Award” current. Closing the PO should move all the awards to “Awarded” automatically. Can this be taken as an enhancement request?
@JigneshShah1- well, what if the scout was not present at the CoH ?
Closing a PO just says you PURCHASED the awards, it does not say you presented the award to the Scout. This is two different actions which is why Awarded is not set until after you give the Scout the award.
In my troop, we close the purchase order as soon as we buy the awards. That can be weeks before the Scout is presented the award depending upon the schedule of the person doing the shopping. We then mark the award as Awarded the same day we had the Scout the award.
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Fair point. I guess each Troop has its own way.
The way we do is we have a cuttoff date for each COH for scouts to get the awards entered and approved in Scoutbook.
Then we generate the PO and buy the awards.
Then on COH we hand it over to Scouts. Absentees are handed over in subsequent troop meetings.
We close the PO immediately after the COH so that we can start a fresh PO for next COH.
Since the Awarded functionality in scoutbook is more a documentation, I think an option to mark all awards as awarded when closing the CO would be awesome.
That way for bigger troops and post summer camp COH it would not be painful to mark each award individually as Awarded. For those troops who still want the PO and Awarded activities to be indpendent, they just dont use the option while closing the PO
You can simply go to To Award after your COH when you close your PO and mark everything awarded. Yes, it is 2 steps but I don’t envision Scouting America IT spending $ to remove this simple step for a small number of units.
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