Fundraising: overview

Charms fundraising is designed to help you manage every aspect of your fundraiser including student and member ledgers, and the overall project total and goals. The fundraising feature can monitor product distributed and money collected.

Prior to setting up your fundraiser, determine whether there needs to be tracking of goods that are provided to the students (candy bars, tickets, etc.), whether you need to monitor balances owed, and how you will calculate and distribute student profits. Thinking through these items helps determine how you track fundraising activities.

Options for tracking fundraising activities include:

• Collect & Post
• Enter Profit
• Give Value
• Return Value

Collect & Post

Collect & Post is for both non-merchandise and merchandise fundraising transactions. With this option, you record the amount of money turned in, the student's profit, and then post at the same time.

Note that you can still use this option if you do not know the student profit. You can enter profit later using the Enter Profit option.

If the fundraiser is a non-merchandise fundraiser, on the Collect and Post Money page, when you enter a value for Amount Turned In, Charms automatically creates a matching debit transaction in the student's fundraising ledger to keep it in balance.

Student ledger - collect & post non-merchandise transaction detail

For merchandise fundraisers, to keep the student ledger in balance, you manually enter a matching debit transaction for the Amount Turned In. This is done using the Give Value option.

Enter Profit

Enter Profit is for recording and posting just the profit the student earned from the fundraiser. 

The student's profit could be based upon hours worked as part of the overall money raised, or you could have differing profit percentages depending on the items sold. This is a good option if you need to enter profit on a date other than when the money is collected, such as after the fundraiser.

Student ledger - enter profit transaction detail

Give Value

Give Value is for merchandise fundraising transactions only. Use this option when you are tracking merchandise given to the student by item count or item value. When you set up a fundraiser to Track by Item Count you enter a Retail Cost Per Item. Then, on the Give Merchandise Value page, when you enter the Items Given, Charms fills in the calculated Retail Value Given.

Now when you collect and post the merchandise, a credit transaction is created to balance the Give Value debit transaction.

Student ledger - give value and collect & post merchandise transaction detail

Return Value

Return Value is for merchandise fundraising transactions only. Use this when returning leftover merchandise.

Student ledger - return value detail transaction