Request for suggestions

[Reidan]

I posted this in the NEC Handhelds Section. I figure that most iPaq owners would not be reading that section, unless they are like me and own both an iPaq and NEC PDA. I wanted to see if any iPaq owners might have a suggestion for me.

FYI, an NEC MobilePro 780 is a Windows CE 3.0 Device that looks like a half-sized laptop. It has a touch screen and QWERTY keyboard that is about the size of a laptop keyboard.

The screen size and keyboard is the reason I use this device over my iPaq. But, if a program for the iPaq will make the job easier I am willing to change it over. So I am making a cross post to get suggestions from fellow iPaq users.


Thanks,
Reidan

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The only task that I use my MP780 for is tracking financial information for my sons Boy Scout Troop where I am the treasurer. I have been using Pocket Excel for this and have a seperate spreadsheet for each category.

I keep the data on a CF card and swap it to my desktop when I get home. I do not even use Activesync to backup the data from the MP780. I have not connected this unit up to a PC to sync in about 2 years. I also have an iPaq 5455 which is my main PDA which I carry with me all the time and use everyday.

I am not a database creator of any sort. I have been contemplating taking a class down at the community college to learn Access so that I could make better use of the data that I collect. Would also like to write an Access Database for the MP780 to make collecting the data easier.

The data I collect is who has payed. What the money is for. When expenditures are made I need to post them against the income to show a profit/loss. Also, occasionally the boys have refunds coming to them. We hold that money and use it for future expenses and outings. Each month I have to present a spreadsheet to show what the status of our funds are. I am not an accountant either so balancing all of this has been real fun.

Is anyone else out there using their MobilePro's similar to me? If so how are you doing it? Any recommendations for me? Is their a better way to do it other than using Access? Is there an existing software package that might work?

If nothing for the MP780, what about software for the iPaq 5455?

Thanks,
Reidan

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[Assassin]

Have you thought about using MS Money or Quicken ?

I used to do my accounts on spreadsheets about 10 years or so ago and then came across MS Money. I used to have to spend an hour every night on accounts, since using money I only really do them once a week its so much easier.

I'm actually using Quicken these days and since getting the iPAq I now use Pocket Quicken as well. When I sync the iPaq the quicken data is also updated on both systems. So now when I'm out and about I can enter the data as I go along, syncing it back to the desktop when I get home.

[yankeejeep]

Both Quicken and Money have PPC apps that will sync with the desktop versions (this used to be something that Quicken allowed for Palm users only). I agree that this sounds like it may be a better option than a custom Access database. I would suggest, if you currently use Quicken or Money on your desktop, that you load the PPC version on your iPaq. You will be able to enter data on the iPaq and then generate reports from your desktop after syncing. You will be able to control how much data the PPC carries and give you the flexibility to enter data on your desktop that updates the PPC file - it is not a one-way situation.

[Reidan]

I do use Quicken for my personal checkbook and have used MS Money in the past. Not sure how it would work for the Scouts. I do a lot more deposits than I do writing checks.

I am looking for a way that I can track money that is used for certain items, such as summer camp, yearly dues, equipment repairs, and also need a general ledger that shows how much money is in the account. One Checking account is used to track all all items. I just need to do creative book keeping on the backend to keep all the money straight.

Some times the boys divide up their payments, such as when paying for summer camp. Need to be able to track when payments are completed, how much is due, etc.

When we have fund raisers we give a portion of the money to each boy to help pay for his campouts and dues. Need to track that money as seperate items.

I do not think Quicken can do all of that for me. Quickbooks could most likely do it, but that cost to much. And as far as I know they do not have a Windows CE or PocketPC client.

I could lug a laptop to the meetings with me, but seems like such a waste when I should be able to do it with one of my PDA's.

There are programs written specifically for use for Scouting and some do use Palms and PocketPC's for tracking boys advancements, merit badges, and such. But none of them have their finance programs available for PDA's. At least none that I have found while searching.


Reidan

[Assassin]

I am looking for a way that I can track money that is used for certain items, such as summer camp, yearly dues, equipment repairs.

The use of Categories and Sub Categories should do this.

Could you not use multiple accounts as a way of differentiating things. Each boy could have his own accounts, so you can track each boys data. One account for Subs one for Summer camp payments etc. Your main account could be set up as a main chequing account, and money transfered to and from the Boys individual accounts as an when required.

When you create reports you can combine multiple accounts into one report, so for your reporting it could all appear as one account.

I guess the only way to know for sure if it would work for you would be to create some test data and have a play.

[Reidan]

Originally posted by Assassin
The use of Categories and Sub Categories should do this.

Could you not use multiple accounts as a way of differentiating things. Each boy could have his own accounts, so you can track each boys data. One account for Subs one for Summer camp payments etc. Your main account could be set up as a main chequing account, and money transfered to and from the Boys individual accounts as an when required.

When you create reports you can combine multiple accounts into one report, so for your reporting it could all appear as one account.

I guess the only way to know for sure if it would work for you would be to create some test data and have a play.


Sounds like from your postings you must be an accountant? Or at least you work with financial data. Thanks for trying to help me out.

I use Quicken to manage my checkbook, but I have never run reports or any such thing. Also, how powerfull is the PocketPC app from Quicken. I assume that you only use it to enter data. Any number crunching would need to be done on a desktop?

How would I setup relational links between users and payments? If I want to run a report to show who has paid for summer camp, how would I do that?

I currently have been using Quicken 2000. I got the letter from them recently that they were discontinuing support and downloads for this version. I have purchased 2004 version, just have not installed it yet. Sounds like I need to get it installed and perhaps pick up a Quicken for Dummies book!! ;)


Thanks,
Reidan

[Assassin]

Sounds like from your postings you must be an accountant? Or at least you work with financial data.

No sorry, nothing like that at all.

I think it may be a little difficult to do everything you need. I use Quicken and have several accounts setup. I have seperate accounts for everything. So I was just thinking about how I do it.

I'll have a go setting something up to see how easy it would be to do something with Quicken. How many boys are you working with?

[Reidan]

I would appreciate you experimenting with the setup. I am not sure what I can do to return the favor for you. I have seen many of your post here on this forum and you do not seem to need my help using your iPaq!! :D

We have 29 boys currently active in the Troop. I would assume for a test 2 or 3 boys would be enough to work with.

Generally we have one outing each month for all scouts in the Troop. During the summer we may have a second outing eaqch month for the older boys who want to participate in High Adventure outings, such as repelling, water skiing, etc. Most outings are single payments. It is just the big items like summer camp that we allow them to make payments on. Most weekend outings are $20 to $50. Summer camp can run between $175 to $250 depending upon the camp and how far we have to travel to get there. We also collect dues of $50 per year. We allow single payment or break it into 2 payments 6 months apart.

So, an older scout who participates in all events could possibly have transactions for 12 monthly outings, 1 summer camp, 2 dues, and 2 or 3 High Adventure for a total of 18 transactions in one year.

When I give my monthly report to the comittee I include information on the account balance. How much of the balance is free for projects and how much is reserved for upcoming events, credit due to the boys, etc. I will also present a balance sheet of the latest events. Will show how much money came in, how much was paid out for the event, profit/loss, etc. We generally try to break even on the camp outs so there is little or no profit.

I do not expect that you would setup test account for all of those items. Just wanted to give you an idea of the things that I track.

I really appreciate your help,
Reidan

[Assassin]

Reidan check your PM's please.

[Reidan]

Got it. Thanks :)

[tennesseescout]

We have successfully used the Troopmaster software (http://www.troopmaster.com/products/boyscouts/boy_scouts.php?boy_tabset__tab=2) to track our troop advancement either on Palm or Windows CE PDA's. Troopmaster has an excellent Troop Ledger program for the PC, but it's not ported yet to a PDA. Did you ever find anything that worked for you on a PDA for financial tracking? Like keeping track of Scout Bucks? One option we're considering is using the http://www.mvelopes.com service which you can access via WIFI on your cellphone to track finances. It works like the old envelopes system for tracking cash, except this one is all electronic. We like this option better than Quicken or MS Money, because you track your spending before it's already spent.

Curious in Tennessee