What is tracking?
Xero uses tracking categories, which is like cost centres or department codes.
Tracking allows you to see your financial results in departmentalised areas, allowing you to produce financial reporting for different Sections of the Formation.
How can I use this for Section Accounts?
We suggest that you set up tracking for each of the Formation’s Sections eg Joey Scouts, Cub Scouts, Scout, Venturer Scouts, Rover Scouts and one for the Group Support Committee. Where you have more than one Unit in a Section you can set up different tracking codes for each Unit.
How do I set up tracking in Xero?
Click this link to show you how to Set up tracking categories (xero.com)
What reports can I run?
We suggest you run a profit and loss with tracking using the financial reports in Xero, Profit and Loss (xero.com)
Check for unassigned tracking
We recommend that your run the new profit and loss each month and with the tracking filters click “unassigned” as this will highlight any transactions that haven’t been tracked. You can then go back and edit these transactions to correctly track.
Compare Tracked Categories
You can also run a tracked report that compares tracking categories, which you can use to compare income and expenses for each tracked category eg compare sections.
How many bank accounts should I have?
Formations should only have one bank account covering the Group Support Committee, Joey Scout Unit, Cub Scout Unit and Scout Unit. Additional bank accounts may be operated by the Venturer Unit and Rover Unit with Formation Treasurer and Group Leader oversight. Refer QBSI 6.3.2.
Actions to close the Section Bank Accounts
Once you have closed the Section bank accounts by transferring the funds to the Group/Committee account, you need to record the funds from the closed bank account to each Section/tracked category.
How do I then know the Section Closing Bank Balance?
Under reports, click “Tracking Summary” and select the Account Group eg bank account and the Tracking Category eg Section and this will show the opening, net activity (movement) and closing balance of each Section Account for the specified period.
Tracking Summary report (xero.com)
We welcome feedback and suggestions on any matters on this Fact Sheet. Please contact us by emailing