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Book Fairs

Book Fair Quick Tips 1. Obtain Administra ve Approval and Select Date(s) for your Book

Fairs. Complete an Ac vity/Fundraising Request Form. (It’s

great to coincide with Parent/Teacher Conferences, Fall Fes vals,

Open Houses, Curriculum Night, Etc.)

2. Each School has a Master Calendar. Work with your School Secretaries to get your Book

Fair(s) on your School’s Master Calendar.

3. Contact the Book Fair Company of your choice and have them hold the Date(s) on their Calendar.

NOTE: Do not formally schedule the Book Fair un l you have a Purchase Order.

4. Complete a Student Ac vi es paper Requisi on Form, and obtain the necessary Admin

signatures. HINT: You may put more than one book fair (mul ple dates) on the same req/PO,

provided they are with the same vendor.

5. Enter the Requisi on Form into the Visions System. NOTE: Student Ac vi es now requires you

to Scan and A ach the Signed Requisi on Form AND the Ac vity/Fundraising Request Form

when entering your Visions Requisi on.

6. When the Requisi on has been turned into a Purchase Order, you may formally contact the Book

Fair Company and supply them with the PO informa on.

7. Recruit Volunteers. Parents, teachers, neighbors, even your Principal can jump‐in and sell Book

Fair Merchandise! Your PTO may help with YOUR Book Fair. NOTE: If the PTO is conduc ng the

Book Fair on their own, they MAY NOT sell during school hours – only a er school and on

weekends.

8. Adver se to your Teachers and encourage them to set aside a me for their students to visit the

library specifically to make Book Fair Purchases.

9. Deposit ALL monies (cash & checks) into InTouch. Make daily transac ons, if me permits.

Conduct an EOP/Bank Deposit at the end of your Book Fair.

10. Send a copy of the sales receipt/report in with your EOP paperwork, verifying the deposit amount.

Complete the Vendor Financial Form. This will generate an invoice with the company (should be mailed to

you). Send the signed invoice to Student Ac vi es for payment.

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Book Fairs ‐ Sample Requisi on

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Book Fairs ‐ Sample Fundraising Request

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Lump Sum Deposit w/ Mul ple Bags Book fairs bring in a lot of money for your school, but can be challenging to deposit at the end. To make things a little easier, you may decide to divide up your money into manageable amounts for your deposit. For example, the total amount of money collected over the course of three days may be $364.55. Instead of making one lump sum deposit for $364.55, you may decide to make three different lump sum entries (one for each day):

Step 1: Count and divide the money between multiple clear bank bags BEFORE making any InTouch transactions. You will need to know how many bags and how much money is in each before you make your InTouch transactions. Remember, if you have a lot of coin, only $10 in coin can be included in a bag with currency, and no more than $50 in coin can be in it’s own bag. Placing a sticky note on the front of each bag with the dollar amount you are putting in it will help you from recording the wrong amount in the wrong bag number.

Step 2: Log into InTouch Terminal (Terminal 3)

Step 3: Click on Lookup Non-Student

Step 4: Type MISC in the search bar to find and select MISC TRANSACTION as your customer. You should now see MISC TRANS, MISC TRANS as your customer at the top of the screen.

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Lump Sum Deposit w/ Mul ple Bags

Step 5: Click the Quick Screen button

Step 6: Click the Book Fair button

Step 7: Click on Media Resource Center 0.00 in the white box in the upper left corner of your screen

Step 8: A box with several green buttons will appear. Click on the Price button to enter the amount of the first transaction (the first bag). Enter the dollar amount, then click OK.

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Step 9: Create a separate entry/receipt for the amount in each clear bag. (3 clear bags = 3 separate receipt numbers)

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Lump Sum Deposit w/ Mul ple Bags Step 10: Conduct your EOP. On the Non-Reconciled Receipts screen, you will see a receipt number for each of your entries. Write down the receipt number for each bag.

Step 11: When finished with your EOP, complete a deposit slip for EACH clear bag. The white copy of the deposit slip goes in each respective clear bag.

Step 12: Log into InTouch Manager to run the reports.

Step 13: Select the Revenue Summary by Account report. Step 14: Under Range, click to select Receipt Range, and then enter the first receipt number in both boxes, then click Show Report. Print two copies (one to send in to Student Activities and one for your records. Repeat for each receipt number (one for each bag). Each clear bag will have it’s own Revenue Summary by Account report which correlates to the amount on each bag’s deposit slip.

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Lump Sum Deposit w/ Mul ple Bags Step 15: Next, run the Tender Report. This report will be ran for all of the bags at one time, as this report can be separated if it is all on the same EOP. However, there will be one receipt number/entry line on the report for each of the clear bags. Print one copy to go with each Revenue Summary by Account Report you ran plus one extra for your records.

Step 16: For every clear bag used there should be a:

~ Yellow deposit slip ~ Revenue Summary by Account Report ~ Tender Report

Please staple each bag’s paperwork together separately:

See example on following page….

Step 17: Retain the following for your records:

~ The pink deposit slip for each bag

~ 1 copy of the Revenue Summary by Account Report for each bag

~ 1 copy of the Tender Report

~ The clear strip from the top of each bag

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Lump Sum Deposit w/ Mul ple Bags

$65.00

$48.55

$251.00

Send these groups of paperwork to Student Activities