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Montana Council Activity Workbook
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Instructions for completing this workbook.
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Save the Activity Workbook Template with a new name, including your activity name and date. Best practice is to save the workbook on your Council provided Google Drive, then send the link to your District Executive.
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This workbook uses formulas to populate cells on other worksheets so you don't have to enter the same information over and over. Review each workbook and enter information in the applicable light gray cells.
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Please do not edit the main cells of the template as these have been set by Council. If you need to edit a cell, right click over the tab and select Unprotect. When done editing, right click over the tab and select Protect. This will ensure users do not edit the main cells of the template.
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Google Docs does not protect any of the cells so you can type anywhere on the worksheet. Please only type in the gray highlighted cells. Excel protects the worksheet so you can only enter data in the light gray highlighted cells.
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If you need assistance, contact Tina O'Donnell at scouts@tinaodonnell.com for assistance.
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Activity Registration
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Select the District Name from the drop-down options (cell A2). This populates to the top of all the other worksheets.
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Select the correct District Activity Project Code from the drop-down options (cell A3). This populates to the top of all the other worksheets. The Project Code is used to allocate income and expenses for the activity.
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Enter the information in all of the light gray cells.
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Work with your District Executive for approval. Upon approval, the registration will be created on ScoutingEvents.com.
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Activity Checklist
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The Activity Date will populate from the Activity Registration form. The Due Date for each checklist item will populate.
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Enter additional checklist items in the gray cells.
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Enter the Date completed in the gray cells when completed.
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Activity Expense Tab
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Enter the Estimated Amount for each entry prior to the activity. The estimated amount should come directly from the District Budget set the previous year. Contact your District Chair or District Executive for the budgeted amounts
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Enter the requested information in the gray cells.
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Enter the description information in column A for each category.
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Use the drop-down to select the appropriate Expense Account Number.
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Enter the Actual Amount for each entry after the activity.
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The math is calculated automatically and populated to the Activity Profit-Loss Summary.
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Activity Income Tab
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Enter the Activity Fee Amount and Estimated Count prior to the activity in the Activity Budget Estimations section. Enter the amount of Product Sales, if applicable to the activity. Contact your District Chair or District Executive for the budgeted amounts.
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Enter the requested information in the gray cells.
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After the activity, enter the Activity Fee Amount and Count in the Actuals section. Enter the amount of Product Sales, if applicable to the activity.
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Enter a Description and the Amount of Products sold, if helpful.
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The math is calculated automatically and populated to the Activity Profit-Loss Summary.
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If desired, enter the Unit Number and number of Actual Scouts and Actual Leaders that attended.
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Activity Profit-Loss Summary
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All of the data on this worksheet is populated from the numbers entered in the Expense and Income worksheets/tabs. This worksheet is not editable.
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Activity Summary
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This worksheet/tab is used as a recap of the activity for the next time this activity is conducted. Enter the requested information in the gray cells.
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Purchase Order Request
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Enter the requested information in the gray cells.
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Enter the Name, Address, and other info for the payment to be sent to.
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Include the accounting info and amount requested
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Create Additional Forms: Right click over tab, select Move or Copy, check Copy box and this will create a new form.
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Reimbursement Request
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Enter the requested information in the gray cells.
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Enter the Name, Address, and other info for the payment to be sent to.
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Include the accounting info and amount requested
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Create Additional Forms: Right click over tab, select Move or Copy, check Copy box and this will create a new form.
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In Kind Donations Tab
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All In Kind Donations must be included in the Activity Budget and pre-approved by the District Executive PRIOR to solicitation.
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Enter the requested information in the gray cells.
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Data Values TabThis worksheet uses data values to populate the drop-down lists for easy selection. DO NOT DELETE THIS TAB!
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Rev: 01/2025
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