Invoicing, Payment & Re-sign Bonus

Invoicing: Count Your Cash Sales! 
Your final invoice can be easily generated by inputting your sales totals into the Chairperson Portal. If you’ve been recording your daily totals on your “Invoice Worksheet” from the Chairperson Packet, it’s time to transfer those figures into the portal.

  1. Enter your daily sales or total daily sales, including cash and checks only.
    • DO NOT INCLUDE: gift certificates, credit card sales, or holiday shop bucks (if applicable).
    • Important Reminder:
      • When calculating your daily sales, do not include your starting cash/change. For example, if you began the day with $100 in change and ended with $1,100, your total daily sales would be $1,000.
  2. The system will automatically calculate your invoice, factoring in:
    • Your profit
    • Gift certificates
    • Credit card sales
    • Bonus profit (if applicable)
      • It’s a simple and straightforward process!

Holiday Shop Bucks (if applicable):
If a student has a $1 Holiday Shop Buck and buys $10 worth of gifts, you should only charge them $9. Holiday shop bucks are deducted at the time of the child’s purchase, not as a deduction/credit when calculating daily/total sales. If for example: We provide you with $200 in Holiday Shop Bucks, and the children use them to select $200 in gifts, it balances out, and no reconciliation is required on the invoice.

Payment:
Once your invoice is calculated, you have three payment options:

  1. ACH (Electronic Check):
    Pay quickly and securely right through the Chairperson Portal—no printing or mailing required! Simply enter your school’s bank account number and routing number (found on your check). Once submitted, your payment is processed instantly, and you’re all set. It’s a fast, easy, and paper-free way to complete your payment.
    • Where to find the bank account number and routing number on your check:
      • You’ll find both numbers at the bottom of your check—the routing number is the first 9 digits on the left, and the account number follows it to the right.
  2. Check: Print your invoice and mail a check within three days from the end of your sale. If you can’t print the invoice, include the invoice number and school name on the check. Please do not place payment or invoice paperwork in the return boxes.
  3. Credit Card: Enter your credit card information, but please note that there’s a 3% additional fee to cover processing. Again, no need to print and send the invoice back.

Re-sign Bonus:
Now that the sale is over, it’s an excellent time to re-sign your school for the next year. Simply click on the “Re-sign Offer” button to take advantage of the re-sign bonus for the following year. Don’t worry if you don’t have all the details for next year yet; you can update them later, including dates and chairperson information.

We extend our heartfelt thanks for volunteering to run the holiday shop at your school! Without dedicated volunteers like you, programs like this wouldn’t be possible. We hope you found as much joy in watching the smiling faces of the children shopping as they did in choosing their gifts. Please know that these moments of happiness wouldn’t have been possible without your efforts.

Happy Holidays!