Cash and Cheque Quick Capture

When families hand you cash or a cheque, Quick Capture records all of it in one pass, on a phone, with one hand. Each receipt becomes a payment, a credit on the Scout’s account, and a credit on the unit ledger that is marked not yet banked until you deposit it.

Note

Quick Capture is on the Peak plan and is for finance managers (people with the Financials.Manage permission). It only appears once your platform has switched it on. Online card payments are not part of this sheet, and the ledger does not yet receive them automatically.

Entering receipts

1. Open Financial Dashboard and choose Quick Capture.
2. For each receipt, start typing the person’s name and pick them from the list. Only active members of your unit are offered.
3. Enter the amount. On a phone the number keypad opens. Press Enter in the amount box to add the next row.
4. Choose Cash or Cheque. A cheque needs its number.
5. Choose what it is for: Annual Dues, Event Fee (pick the event), Settles An Open Request, Scout Account Deposit, or Fundraiser (only once fundraiser posting is on).
6. Choose Save. Every row is saved together, or none is.

A receipt that settles an open request must match the request’s amount. It marks the request paid, so the person drops off Who Owes What. It adds to the unit ledger but not to the Scout’s account, because a request is paid straight to the unit.

Banking several receipts as one deposit

Tick Bank these as one deposit when you will take the cash and cheques to the bank on one slip. The ledger credits share a deposit group, so reconciliation matches the single bank line to all of them.

If something goes wrong

If a row is wrong the page saves nothing, keeps every row on screen, and shows the reason beside the row that needs fixing. If your connection drops, the sheet stays as it is and you can press Save again. A repeat of the same send is recognised and never posts a receipt twice.

Caution

Unsent receipts live only on the screen. Nothing is stored on the phone, because names and money should not sit on a shared device. Leaving the page before you save loses them.

Every receipt is recorded in your name on the audit trail, with the payment, the account credit and the ledger credit each shown. To fix a mistake after saving, reverse the entry from the ledger or the Scout’s account; nothing is edited.