Personal Subaccounts
Personal subaccounts allow you to create multiple balances for each scout. You can use this feature to:
- Create reserve accounts for major upcoming expenses, like summer camp or an Eagle project.
- Separate donations received for an Eagle project from a scout's personal funds.
- Segregate fundraising proceeds to ensure they are only spent on valid items.
We created a "Main" subaccount for each troop. This represents a scout's personal funds that are available for any type of expenditure.
You can create new subaccounts by going to Site Configuration → Money → Personal Subaccounts and clicking Add a New Item.
Subaccounts can be "primary" or "reserve". The funds in primary subaccounts are considered to be available for routine campouts. Reserve subaccounts are targeted for major activities, like Philmont or summer camp.
Here are some examples of subaccounts that we created in the TroopWebHost demo site:
When you enter a transaction that affects a person's account, you'll now be prompted for a subaccount.
In the example shown below, the deposit is being set aside for Philmont.
Similarly, when you charge a person's account, you can charge it to a specific subaccount.
When a member views their account from the My Stuff menu, they can see a breakdown of their balances by subaccount. They can also see which subaccount each transaction affected.
Similarly, your treasurer can see each person's primary balance and reserve balance from the Individual Accounts page.
When they View Details they can see the balance of each subaccount for that individual.
If you've authorized your Treasurer and Event Planner user roles for the "View Participant Individual Balances on Event", they can view each person's current balance on the calendar detail page, as shown below.
This will usually be the person's primary balance.
However, you can link some events to a reserve subaccount, so that you see the selected subaccount balance when you view participant balances.
If you are using multiple subaccounts, the Account Balances Report will contain an additional section that shows the personal balances in each subaccount.
Please contact CustomerSupport@TroopWebHost.com if there are other places you would like to see subaccount information.
Frequently Asked Questions (That We Expect) About Subaccounts
Should I create a separate subaccount for each year, like "Summer Camp 2017", "Summer Camp 2018", etc.?
No! You only need one "Summer Camp" subaccount to handle all of your future summer camps. If you choose to use subaccounts, you should only need a small number of them - no more than four or five - to handle every possible situation.
Should I create a separate subaccount for every single campout?
No! Now that you can set aside money for large future obligations, like summer camp, the scout's primary balance tells you with certainty whether they have sufficient funds to go on the next campout. Trying to link every payment to every campout is going to create a lot of extra, unnecessary work for your Treasurer. We do NOT recommend doing this.
Do I have to use this new feature?
No! If you don't want to use subaccounts, simply don't create any additional subaccounts. The system will automatically select the "Main" subaccount for every new transactions. The system will continue to work just like it did berfore.
