i have to agree with Bear...our fundraising procedure is the same even if we don't have to collect the money up front we do. If we don't get the correct amount we dont process the order...prepayment also means that they pick up their order quicker !!

When our fundraiser order forms come in we check each one to make sure all the necessery information, phone # etc are there. We then check the total to make sure the figures are correct. If something does not add up correctly, we call the person to let them know about the error. If they want their check returned they can issue a corrected one or simple send in the aditional money. If we do not hear from them with a few days a note goes home explaining that the order cannot be processed until the correct amount if submitted. In most cases the correct amount is sent to us within a day or two. Bounced checks are another story. When a check does bounce we immediately contact the person by phone and ask for a money order or cash replacement. If the merchandise has not arrived yet, it is not released until the check has been replaced. Most people will replace it, but there are times when they don't. In that case we just eat the cost.

Our spring fundraiser will have all orders prepaid. Unfortunately, I'm finding out that our parents are mathematically challenged --- they cannot ADD numbers!!!

How do you handle this?

I have checked the order forms that go back to the fundraiser company to make sure they were all completely filled out with student name/parent phone, etc.

I have a variety of checks, cash & money orders. 50% of the payments do not match the totals on the order forms.

My plan is to send the order forms to the company (who will double check each order) and in the interim send the checks/cash, etc to the bank to see if anything bounces.

I have created a checklist for each student and what they paid (and how they paid - cash, check, etc).

When the fundraiser company invoices us (before the delivery date) I will check the invoice against the total on my handy dandy checklist.

Then send notes to the parents/students who are NSF or under/overpaid - or call them (if their phone is working!!) that they have to settle their account on the pick up date.

Does this sound like a good plan? or does someone have a better system out there on how to easily track prepayments?

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