Many groups encourage parent volunteers to include their student's first and last name on every check. That way, if a check bounces, the affected student is easily identified and the product order can be adjusted. When counting the money, use a calculator. Better yet, Gresham suggests using a printing calculator to actually record each check amount. Then attach the tape printout to the bundled checks.
Many volunteers use recordkeeping systems or accounting software to manage cash flow.
However, Talbot warns that any bookkeeping system is only as good as the data it receives. It must be updated regularly and accurately for fundraising organizers to reap the full benefits. Lisa Newburn, a representative of North Carolina-based First Union, also suggests that volunteers vary the times they make deposits and avoid forming any type of pattern that may be observed. Between visits to the bank, make arrangements to keep money under lock and key. Unfortunately, fundraising is not immune from the occasional bad check.