Transaction Categories & Reporting

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This guide explains how TroopForge handles non-event withdrawal categories and operational reporting, with role-specific instructions for treasurers, leaders, parents, and scouts.

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Lifecycle: Configure Categories, Process Requests, and Report

Transaction category and reporting workflows move through three connected stages in TroopForge.

  1. Treasurer defines and maintains transaction request categories.
  2. Members submit withdrawal requests and treasurers approve or deny them.
  3. Leaders and treasurers review reporting views and export files for follow-up and reconciliation.

Treasurer Workflow: Manage Categories and Approve Requests

Where to go: Account menu -> Organization Settings -> Transaction Categories.

Step-by-Step: Create and Maintain Categories

  1. Open Transaction Request Categories.
  2. Click New Category to open New Transaction Request Category.
  3. Complete fields exactly as needed for member request forms:
  4. Category Name: short, clear label members will recognize.
  5. Description: what the request should be used for and any requirements.
  6. Default Amount: optional pre-filled amount in the request form.
  7. Display Order: controls category ordering in selector lists.
  8. Active: only active categories are available for new requests.
  9. Submit and verify the row appears with expected status and amount formatting.
  • Lower numbers appear first in the list.
  • Deactivate instead of deleting when a category should stop being used.
  • Cannot delete category with existing requests. Mark as inactive instead.

Step-by-Step: Review Pending Transaction Requests

Where to go: Left nav Pending Requests, then on the dashboard open Pending Payment Requests -> Transaction Requests.

  1. Open the transaction requests tab and review Member, Category, Amount, and Available Balance.
  2. Confirm who submitted the request from the Requested by details.
  3. Click Approve to post the withdrawal.
  4. If balances are short, approval prompts This will create an overdraft. Continue?.
  5. Click Deny to reject the request and release held funds.
  6. Use request notes and timestamps for audit follow-up.

Parent/Scout Workflow: Request Withdrawal and Track Status

Where to go: Left nav Transactions -> Request Withdrawal.

  1. Open Transactions and click Request Withdrawal.
  2. If you can access multiple scout accounts, select the correct member first.
  3. Choose a category from the dropdown list provided by treasury.
  4. Confirm amount (default can be edited), then add optional notes.
  5. Submit the request.
  6. After submit, TroopForge confirms: A treasurer will review your request.
  7. Track status in Withdrawal Requests as Pending, Approved, or Denied.
  • Pending requests reserve funds until the request is resolved.
  • Parents and scouts can submit requests but cannot approve or deny them.

Leader/Treasurer Workflow: Build and Export Reports

Where to go: Left nav Reports. Open cards from the reports catalog using Open report.

Step-by-Step: Reports -> Financial Dashboard

  1. Open Financial Dashboard from Reports.
  2. Set Start Date and End Date when reviewing a specific period.
  3. Apply sub-troop filters when segment analysis is needed.
  4. Review summary cards and table blocks for family/sub-troop balance rollups.
  5. Use Export CSV for offline reconciliation and committee sharing.

Step-by-Step: Reports -> Overdue Accounts

  1. Open Overdue Accounts from Reports.
  2. Use filters for Member Name, Member Type, and Sub-Troop.
  3. Switch Group by between Family and Member views as needed.
  4. Use sort toggles and name-format toggles to match your review process.
  5. Export with Export CSV or Export PDF for finance and leadership follow-up.

Step-by-Step: Reports -> Required Member Forms

  1. Open Required Member Forms from Reports.
  2. Use Member Name, Member Type, and Sub-Troop filters.
  3. Select one or more form types from the displayed forms selector.
  4. Use advanced per-form status filters (Any, On File, Expired, Missing, Not Applicable).
  5. Export with Export CSV for renewal and outreach workflows.

Role Boundaries and Expected Access

  • Only treasurers manage transaction request categories and resolve pending request approvals.
  • Only leaders and treasurers can open the Reports catalog and report pages.
  • Parents and scouts use the Transactions experience for request submission and personal/family visibility.

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