Hi Roy,
No worries about the name, I think that G throws people off ... you
are not the first, and probably not the last!
It sounds like your setup is similar to ours ... thanks for sharing.
I am curious about your comment that each of the races was set up as
separate departments. I was wondering what to do here... we
generally hold 5 races each year. At the Board level, all races are
overseen by one director, the "Competitive Events" Director (although
there are many volunteers that help out at each race). So, I was
thinking of having one department for all "Competitive Events".
In fact, (and again I am just getting my feet wet here so bare with
me), my initial thought was that I would set up a separate
"department" for each core group of activities that the club is
involved in. For example, falling out of the structure of the Board
of Directors, we have:
1. "Racing Program" Director
2. "Learn to Ski Program" Director
3. "Competitive Events" Director
4. "Facilities" Director
5. "Safety" Director
6. "Social Events" Director
Then, there is a president, secretary and treasurer.
So, coming back to my question, what makes sense here? I can see the
appeal of having each race as a separate department ... but it would
also seem to make sense that there is a tie-in back to board from an
accountability perspective. Roy, what does the structure of your
club look like? Is there a board? How are the responsibilities split up?
I think that putting the case-study together would make a lot of
sense and would answer a lot of questions for those just starting to
learn. I also think that this could be a real coup for ledgerSMB
from the perspective of bringing all sorts of non-profits onboard.
There is a definite need for an inexpensive, cross-platform, multi-
user accounting application for non-profits.
Roy - a few other questions about your club.
1. How big is your club?
2. Do you have online registration for membership? for the races?
3. Any employees?
4. Do you have any equipment? or buildings?
5. Do you have any loans? or mortgages?
6. Do members of your club go out and buy things, and then need to be
reimbursed? (Our club operates like this. For example, say an
instructor for one of the classes needs some pylons for his class, he
will just go out and buy them and then submit an expense to the club.)
Anyways, it is good to meet you and I think that we should sit down
and start talking about how we want to structure the case study. I
don't know how well you know anyone here but they seem like a nice
bunch, so let's get some direction from the core developers about how
they would like to see the documentation. (I would like to write this
up so that I can eventually get someone to take this job over from me
with little or no interruption...)
By the way, do people mind if we have this discussion here -- or
should Roy and I do this bilaterally?
Geoff
On 17-Mar-07, at 4:33 PM, Roy Nicholl wrote:
> Greg,
> I have been using SQL-Ledger (transitioning to LedgerSMB) to look
> after the books of a local running club + it's two major races (set
> up as separate departments), over the past several years.
>
> Similar to your programme of ski lessons, we offer an annual slate
> of running clinics. We also have three classes of general membership
> (plus we allow folks to purchase multi-year memberships). For our
> family memberships, we only register one customer - the parent who
> purchased the membership. If any of the family members signup for a
> clinic (or purchase club gear), then they will become a customer at
> that time.
>
> We have setup out memberships and clinics as "services" - though this
> year our marathon clinic has been set-up as an assembly which
> includes a club membership (service) and a technical running
> 'T' {itself an assembly of the shirt + the vendor service of
> screening a logo upon it}.
>
> Likewise, Race entry fees have been "services" in the past, but this
> year I am planning on using an "assembly" which will include the race
> schwag (a shirt) and the pre-race pasta dinner.
>
> If I can be of more help, let me know ... I would also be interested
> in assisting with your 'case-study' so that the documentation would
> contain a non-profit example.
>
> Roy
>
>
> On 17-Mar-2007, at 16:31, Geoff Wright wrote:
>> A typical transaction for the club:
>>
>> There is a family of four (Mom, Dad, Son, Daughter). The family
>> purchases a "Family" membership ($100). The family also purchases
>> "Bunnyrabbit" classes for Son ($30) and "Jackrabbit" classes for
>> Daughter ($40). Mom joins the "Masters" program ($50).
>>
>> What is the correct way of setting this transaction up?
>>
>> 1. Add customer - should I add each member of the family separately
>> or should I enter it as one single family unit? We tend to think
>> about a family as one unit because the parents often pay for their
>> children. There can also be multiple transactions over the course of
>> the year as a child could be involved in other activities from time
>> to time.
>>
>> 3. What are our products? The memberships and classes are our
>> "products". Should I set these up as "Services" in ledgerSMB?
>>
>>
>> Thanks in advance. Would there be interest if I wrote this up as a
>> "Case Study" to be included in the documentation? Perhaps as a
>> complement to the example, "Retail with Light Manufacturing".
>>
>> (I realize that this request is going above and beyond the call and
>> would be interested in hiring a consultant to help us set up our
>> accounts and processes correctly ... if the price is not too high = ~
>> $200. Please contact me if you have the time to help us out.)
>>
>> Cheers. And I just want to say that you have all done an amazing job
>> on this program (as have the folks over at sql-ledger prior to the
>> port)! I trully respect the job that you have done so far!
>>
>> Geoff
>>
>>
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