Financial Accounts & Balances

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All Roles Treasurer Leader Parent Scout

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Use this view to compare responsibilities and workflows across all user types.

  • Scan each section for role tags before applying steps in production.
  • Use the role switch to quickly narrow guidance to one audience.

Financial account tracking in TroopForge is built around each member's scout account, with balances, holds, transfers, and transaction history tied together in one ledger model.

Use this guide to understand what each role can see, what each role can change, and how balance-affecting actions appear across account screens.

Balance Model and Core Terms

Primary Balance Metrics

  • Current Balance: posted ledger balance after transactions.
  • Available Balance: current balance minus active holds.
  • Reserved Funds: amount currently held and unavailable for withdrawal.

Liability Context

  • Owed Now: outstanding charges due before today.
  • Owed Later: outstanding charges due today or in the future.
  • Total Outstanding: combined owed now plus owed later.

Read Account Balances and Activity

Users with account access can review balances from Scout Accounts, member profiles, and family profiles according to role scope.

  • Scout Accounts list supports Filter by Family, Filter by Sub-Troop, and balance range filters.
  • Account details include balance cards, reserve/hold summaries, and recent transaction snapshots.
  • Transaction views are scoped by role policy even when shared account screens are used.

Request Withdrawal and Hold-backed Requests

Scouts, parents, leaders, and treasurers can open Request Withdrawal for accounts they are allowed to view. Submission creates a request-and-hold workflow pending review.

  • Request forms show available balance before submission.
  • Each request is categorized and can include custom amount and notes.
  • After submission, users are informed: A treasurer will review your request.

Manual Transactions (Treasurer)

Only treasurers can create manual deposits and withdrawals from Transaction History.

  • Manual entry supports account selection, transaction type, amount, reference, notes, and optional transaction date.
  • Backdated entries are supported and balances are recalculated in chronological order.
  • Transaction history supports filtering, search, and exports via Export CSV and Export PDF.

Transfers Between Accounts

  • Treasurers can transfer between any two scout accounts in the same organization.
  • Parents and leaders are restricted to transfers within their linked family.
  • Transfer flows are available from Transfer Funds actions in account and family/member contexts.
  • Full-balance transfer is used for archive workflows; amount-based transfer is used for general reallocation.

Treasurer Holds and Reconciliation

  • Only treasurers can create or release treasurer holds.
  • Active, expired, and released hold states are tracked and surfaced in reserved-funds views.
  • Reconcile Account compares stored balance against ledger-calculated totals and corrects discrepancies.
  • Only treasurers can update overdraft limits.

Statements and Audit Trail

Account Statement provides date-ranged opening/closing balances, transaction line items, and totals by type.

  • Statements can be regenerated for any valid date range.
  • Exports are available via Download PDF and Download CSV.
  • Transaction records include date, type, amount, balance-after snapshots, and reversal visibility where applicable.

Pending Payment Requests

Only treasurers can open the pending request dashboard to process event payment requests and transaction requests requiring approval.

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