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?
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.)
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.
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
#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.
Mom to two life scouts