Scout Troop

I have been asked to be the treasure of my sons' boy scout troop .    I'm searching for a tool to manage out accounts.   I love YNAB and would love to use it.

However,  so far I can't make it fit.  Before I search for another tool, I want to ask here.

The unique characteristic is the use of Scout accounts.  There is a unique bucket/scout account for each scout.   

Funds are added when the scout participates in a fundraising event or if parents add funds to the scout account.   The scout spends money out of their scout account if they  go on a  camping trip or other activity.

Monthly reports are provided to scouts to summarize the activity in their account. 

So for example,  Fall Camping trip is $30 per scout for 5 scouts.   Each scout will pay $30  out of their scout account.  Then the total  $150 cost  is paid to the camp.  

Any ideas on how /if YNAB could do this? 

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  • oops, I see I've posted in the wrong category.   Can I move it?

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    • Spring Green Lobster I've moved this over to Tips & Tricks! If you had a different one in mind, feel free to ping (@) me. 馃檪

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  • No problem. Use a category for each Scout.

    Contrary to typical usage, however, I would categorize inflows directly to the relevant scout's  category. The outflow transaction for the trip would be a split transaction with a split line for each Scout that is going.

    The use of transactions provides a "papertrail" that the normal budget entries do not. (General funds coming into the budget should go through the normal budgeting process.)

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      • Khaki Storm
      • YNAB book topics online: https://support.youneedabudget.com/r/q5w48j
      • Khaki_Storm.1
      • 1 mth ago
      • Reported - view

      dakinemaui I agree, with the stated problem YNAB could do all of that. I've suggested it to my church for tracking donations per person/family in a similar way, except you'd not really spend out of the account, but the idea is similar.

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      • dakinemaui
      • dakinemaui
      • 1 mth ago
      • 1
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      Khaki Storm Unless the intent was to ensure the contributions were spent on something specific, I would suggest the normal approach for your church of bringing money categorized as TBB. It's far more flexible when you can exploit fungibility.

      Consistency with the payee field will allow summarization.

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      • Khaki Storm
      • YNAB book topics online: https://support.youneedabudget.com/r/q5w48j
      • Khaki_Storm.1
      • 1 mth ago
      • Reported - view

      dakinemaui Agreed, that would work too. I was think more of just a replacement for the spreadsheet used today to track giving. It's not connected with the quick books or similar software.

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  • dakinemaui said:
    Use a category for each Scout.

    Hide the category when that Scout is no longer with the troop. Do NOT delete the category.

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  • I'm going to recommend against using YNAB, even though you could. It's not because YNAB wouldn't manage it, but because the user access controls don't exist. There is no way to share the access or transfer the ownership. I would recommend something that's shareable or can be imported into another software package easily and immediately usable by someone else. You won't be the treasurer forever, and at some point you'll have to hand over all the records in a format that will be easily usable to the next treasurer.

    Signed,

    An Eagle Scout and former Unit Commissioner

    P.S. - The role of a Unit Commissioner is to be a friend to the scout unit, providing guidance and advice to help the unit leaders provide a successful program

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      • Khaki Storm
      • YNAB book topics online: https://support.youneedabudget.com/r/q5w48j
      • Khaki_Storm.1
      • 1 mth ago
      • Reported - view

      nolesrule Those are some good points about transferring duties at sometime. A general email could be used to handle the transfer. There's the export budget option for sharing. However, if everyone being able to check balances as they wish is a requirements, then yes you may want to look at a solution with Google sheets.

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      • nolesrule
      • YNAB4 Evangelist
      • nolesrule
      • 1 mth ago
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      Khaki Storm A general email requires a separate subscription, and I think YNAB is expensive for small  non-profit organizations. There are less expensive alternatives, including spreadsheets and open source personal finance programs, or even MS Money Sunset Edition if you want to use dead software that still can export to current programs.

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      • Khaki Storm
      • YNAB book topics online: https://support.youneedabudget.com/r/q5w48j
      • Khaki_Storm.1
      • 1 mth ago
      • Reported - view

      nolesrule Ah, I missed that part. You were suggesting a second budget under a personal subscription. Got it. 

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  • #nolesrule, thank  you for the advice.    I sooo wanted to use YNAB for the scouts.    But I see your point.   The lack of user access control is not good. 

    Our Venturer Crew is new, not many transactions.  I'll track  it in YNAB til I find the right excel spreadsheet setup.   In a month one way or another I'll have a system in place.  

    Thank you!

     

    Kathy 

    Mom to two life scouts  

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