Cash you owe

This page is for a member who sells, or a parent selling for a child. When you take cash or checks for sales, you owe that money to the organization until you hand it to the treasurer. This page covers where the console shows what you owe, which sales count toward it, how to log a hand-off after you pass the money on, and what happens once the treasurer confirms it. A parent and a member see the same figure and the same pages. For a parent, it is the cash from your child’s sales.

The figure shows in two places.

• On your card on the home screen, as Cash to hand off to the treasurer with the amount, and a View hand-offs link that opens your Cash history. It shows only while you owe cash. With nothing owed, the card shows nothing about cash. Each organization you sell for has its own card and its own figure.
• On your seller page, as a Turn in row on your To do list while you hold cash not yet logged, and at the top of Cash history, under the heading Cash hand-offs. Select the small About cash hand-offs icon beside the heading for the rules in short. Here the figure has three forms:
  • “Cash to hand off to the treasurer: $45.00” while you owe cash.
  • “No cash to hand off. Online sales are paid directly to the organization.” when you owe nothing.
  • “Handed over $5.00 more than the recorded cash sales.” when you have handed over more than you collected.

If you have logged hand-offs the treasurer has not confirmed yet, the home card and the seller page both add a line such as “$20.00 of that is logged and waiting for the treasurer to confirm.”

If the figure cannot be loaded, the console says “Could not load the cash you owe.”

The figure counts cash, check and Venmo sales credited to you whose money you hold, once they are paid. It does not count:

• Card orders. They are paid straight to the organization, so you never owe them.
• Cash, check or Venmo orders the organization holds. When the treasurer records a payment or an order, they say who has the money. Only orders where you have it add to your figure.
• Orders that are not paid yet, such as a pay-later order you recorded as Not yet. They count once you record the payment with Record payment on the order, or once the treasurer records it and says you hold it.

A sale you record yourself as paid always counts, because you took the money. See Orders and sales you record. If part of a paid order is refunded, the amount you owe drops by the refund. What you have already handed over, and anything the treasurer wrote off, comes off the total too. The treasurer’s Cash and hand-offs page lists the same rules from their side.

Open your seller page and select Cash history, under the To do list. See Your seller page if you are not sure where that is. The page shows the heading, the figure above, the Log a cash hand-off button, and the list of hand-offs you have logged.

Each row in the list shows the amount, the date you entered, and the method if you gave one: Cash, Check, Venmo, Zelle or Other. On the right is a status badge:

• Pending means you logged it and the treasurer has not looked at it yet.
• Confirmed means the treasurer accepted it. The row adds “Confirmed” and the date.
• Rejected means the treasurer turned it down. The row shows their reason.
• Voided means the treasurer confirmed it and later voided the payment it made. The row shows “Voided” and the date in place of “Confirmed”.

If you gave a note, it shows as “Note:” followed by your words. The list runs from the most recent hand-off date down and shows up to 50. It has no pages. With none yet, the page says “No hand-offs logged yet.” If the list cannot be loaded, it says “Could not load your hand-offs.”

Log a hand-off after you give cash or checks to the treasurer, so they can match it to what you owe. Logging one does not lower what you owe. It tells the treasurer to expect, or to check, the money.

1. Select Turn in cash on your seller page, Turn in on your To do list, or Log a cash hand-off under Cash history. A box named Log a cash hand-off opens, saying “Let your treasurer know you handed off cash. It stays pending until they confirm it.”
2. Check the Amount in dollars. It starts filled in with what you still owe less what is already pending, when that is more than zero. Change it to what you actually handed over. It must be more than zero, with at most two decimal places, for example 10.00.
3. Check the Date. It starts as today, and you can change it to the day you handed the money over.
4. Optionally, choose a Method (optional): Cash, Check, Venmo, Zelle or Other.
5. Optionally, add a Note (optional) for your treasurer, up to 1,000 characters.
6. Select Submit hand-off. A notice, Hand-off submitted, says “Submitted $20.00 for review.”, and the hand-off appears in the list as Pending. To back out, select Cancel.

If the form shows a problem, such as an empty amount, fix it and select Submit hand-off again. The notice Could not submit hand-off says what went wrong. If your connection drops and you select the button again with the same values, the hand-off is logged once, not twice.

You cannot edit or delete a hand-off after you submit it, and you cannot confirm one yourself. If you logged a wrong amount, tell your treasurer. They can reject it, and you then log the right amount. A suspended organization does not accept new hand-offs, and Log a cash hand-off is hidden. The list and the figure stay readable. See When an organization is suspended.

Only an owner or admin of the organization can confirm or reject a hand-off. You do not. Nothing about the amount you owe changes while a hand-off is Pending.

• Confirmed. The hand-off is recorded as a payment on your balance, with the date and method you entered, for the amount you logged. Your figure drops by that amount, and the row shows Confirmed. If that brings you to zero, the home card stops showing cash, and the seller page says “No cash to hand off. Online sales are paid directly to the organization.”
• Rejected. Your figure does not change. The row shows Rejected and the treasurer’s reason. Ask them about it if the reason is not clear, then log the right amount.

If the treasurer confirms a hand-off and later finds a mistake, they can void the payment it made. Your figure goes back up by that amount, and the row changes from Confirmed to Voided. Ask your treasurer why if it is not clear. See Cash and hand-offs for how they confirm and reject.

• Your seller page shows where the To do list and the links sit, and how the home card works.
• Orders and sales you record explains how a sale you record adds to what you owe.
• Sharing your link explains how supporters order through your link.
• Your supporters lists the buyers behind your sales.
• Payment methods explains manual payments and hand-offs.
• Cash and hand-offs is the treasurer’s side.