First time going into Scoutbook+ Payment Log feature and the summary says we have $24,759.93 cash available??? We have like 8 scouts in our pack. Half of them owe us money, 1/4 have zero balance, and 1/4 have money in their account. The largest scout balance is like $130. Also the summary says we have 30K in assets? Where can I see my assets? How do I get this fixed?
Yeah I have the same problem. It has something to do with how Total Cash or Cash Available is accounted for?
If you do a “search transactions” in the Payment Logs for all past and current members it should show you everything. You will have to manually go in and fix things by deleting records or zeroing out balances.
I have been manually using Payment logs since 2022 for my Pack to show parents/guardians what is owed in their scout’s scout account balance in their mobile red Scouting app. What I discovered was that all the calculations back to 2022 helped push up those inaccurate numbers. These calculations were mostly coming from past members who transferred up and out or left scouting completely. Now I figured incorrectly that as long as their balance was zero it would be ok but that’s not accurate, you have to delete all records manually under those scout profiles to remove debits and credits attributed to the scout and drive down the numbers to an actual closer to reality number. Pretty sure past members shouldn’t have that kind of affect on current pack accounting? Luckily only a few leaders see these numbers so impact is minimal.
Somehow when Payment Logs was migrated to Scoutbook+ it showed this summary at the top highly visable to those who have permissions. I can’t recall seeing it before in legacy Scoutbook?
@RobertWiseman - what TJ has noted is correct. You will need to locate past members logs and delete or force a zero balance. That would have been the case on the old logs as well. You can export the pay logs and work that way. The key numbers would be the receivable and liability amounts as they should match the current owed to unit or owed to scout and or scouters/parents. The only other choice is a ledger transaction on the overall unit side to bring the assets to balance with the bank balance
Zeroing out balances didn’t bring down those numbers for me, I had to delete the past members transactions for it to drive down numbers.
@TJCline - yes I meant to delete to force a zero balance. I would think that a unit transaction to adjust to ending overall balance may also work similar to a journal entry
Oh boy. We we’ve been using Scoutbook since before Scouting America owned it. I wish there was a better way.
@RobertWiseman - that is why i suggested a unit level transaction to bring the balance in line with cash on hand and bank balance
I will start with - I and my unit do not use this Payment log other than to post totals for fundraising. QB is easier for us.
Any financial reporting has to have the accurate history to be accurate.
But what I am hearing (and understand - I think) - You want a Live Unit Now Option on reporting. This is my Roster today, I do not care about the $8K that others outside todays roster owe us, or for the $2K that others have credit for. Is that what you are saying??
Yes, we only care about the current scouts, what we have charged them, what they have paid us, what they owe us, because of fundraising what funds they have available to use.
The live right now numbers are those in receivables and liabilities
Also, it was never meant to be used for book keeping, we do that elsewhere. It was only ever meant for a way for our parents to see their scouts balances.
@RobertWiseman - and yes that is what will be showing on each scout profile page
@RobertWiseman YOU only use it for display - a universal statement is wrong.
@RobertWiseman - these are the live numbers for the unit
Total cash should be the bank balance current total assets is cash to receivables, net assets is that figure less liabilities and cash available is total cash less liabilities
We have never used this for book keeping. There are no entries for unit specific transactions that don’t involve scouts like registration and plates for the trailers, registrations for the leaders, etc. Anyway I am done debating it, I know what I need to do.
Yeah we only use Payment Logs for receivable and liabilities transparency to parents too.
Should Cash, Assets, and Net Assets even be turned on if you don’t have a Stripe account connected? I imagine this would be very confusing to anyone not using the feature with bank transactions which is probably a small percentage anyways.
@TJCline - it was actually there all along in legacy scoutbook.. but i guess not looked at often.
