Scout SuiteHow-to guide
Paying leaders back
Leaders log what they buy for an event on its Budget tab. The treasurer sees it all under **Finance → Expenses**: who's waiting to be paid back, and what still needs matching to the bank.
Watch this on its own pageA leader logs the expense
On the event's Budget tab, Log an expense: what it was, the amount, the date on the receipt, a category and a photo of the receipt. If they paid out of their own pocket, they choose I paid, and need paying back.
See who's owed
Finance → Expenses lists everyone waiting to be paid back under To pay back, with the total, the event, and the receipt to check. An expense with no receipt says Missing.
Pay them back
Pay back asks how. Bank transfer: send it from your banking as usual, then match it when it shows on the statement. Cash from a float: choose the float, and the reimbursement is recorded on it for you, tagged to the event, with the receipt. Group card: the card transaction is the record.
Match it to the bank
When the transfer, or a payment the group made directly, shows on the bank statement, Explain the line. Under Event expenses waiting to match, choose Match. The line takes the event, category and receipt from the expense, and the expense is marked paid back.
Until it's paid back, out-of-pocket spend counts in the event's spending as Owed to leaders. After that, the bank line or the float entry counts it instead, so it's never counted twice.
Money
More in this topic
Subs, Gift Aid, and reconciling the bank.