One thing we do now is have a class roster at each classroom and when the order is turned in we ask the parent to initial the name of the student. Then we pick up the orders every other day. It gives us exact collection records so that we know if something has gone amiss. It is a pain but after a similar issue like yours (where we bit the bullet and returned the money--after our profit it was about 150 dollars) we learned our lesson. HOpe this option works...d

We keep copies of all the checks that are turned in because of situations like this. We have to refer to our copies alot after a fundraiser because people try to say they turned in a check when in fact they didn't.

Wow-I feel better now. Thanks for the replies..
Glad to know we are not the only ones. Of course we want to believe everyone is honest,and we are changing out protocol for next fundraiser.

pals-we had 5 orders that are totally missing. Of course they are over $500!
We have a PTO mailbox and a locked drawer in the Parent room at school so we are clueless as to whrer these orders went.

In the last 6 years (at least 2 fundraisers per year) there has not been one without an order getting lost. After compiling a list of students who had missing orders see if anything stands out-like they were all turned in on a certain date or to a certain teacher.
1. Check child's backpack. Teachers and parents don't always do this.
2. Ask teacher of missing order to go through her things to see if it might have been misplaced-like the child just put it on her desk. Also ask if a sub was in the room that day.
3. Ask office staff to look in any nooks and crannies. (This is usually are culprit because someone thinks they will put it in the safe but they forget to get it back out and give it to us.)
4. Go back through handling procedures for your group. Do you count at school or at a place offsite? Check the area where they might be held at school, like your mailbox.
5. No matter how hard it is, try to get everyone taken care of in an apoligetic and timely manner.
I absolutely hate reimbursing people for phantom orders, but I know that people make mistakes and most don't try to cheat schools.

We had this happen to our fall fundraiser last year. I thought we were all done and everything was handed out. About a week later, parents started calling and asking where their orders were. If it was one or two orders I could see that they might get lost. The calls kept coming and I had no idea how to handle it.
I spoke with the principal and asked all the teachers if the orders were sent to the office and the orders were nowhere to be found.
I finally sent a letter to all parents telling them that all orders were given out and if they didn't get their order to send in a copy of their order form. Over 20 orders were missing. By this time it was too late to place the orders and most people didn't want them any more. None of the checks sent in were cashed and there was about $200 claimed to have been sent in.
We did not want to lose the parents confidence in our fundraising efforts, so we reimbursed the money with a very, very apologetic letter. It was very embarrassing and a nightmare to go through.
About two months later, the missing orders were discovered in a box that was no longer used by the PTO. Apparently a temp secretary was there the day these orders were turned in and put them in a place that we did not even think to look. Needless to say, this made us change how the fundraisers are handled and was certainly a life lesson. I'm glad to say that this year is going extremely well and looks like we will exceed our fundraising goals.
I would suggest double checking everywhere for the orders and do the best to keep the parents happy. Unfourtunately, you have to trust the parents that they are telling the truth and are not out to rip-off the PTO. Good luck, you can get through it. [img]smile.gif[/img]

ja mom how many people say they placed orders? If it is a huge issue then I would question the way the orders are handed in. Please let us know and then I will share form there...I can tell you lots of horror stories!