+ Accessing Charms Financial Information

1. Go to www.CharmsOffice.com.
2. Click on “ENTER/LOGIN” in the top right corner.
3. You will enter under “PARENTS/STUDENTS/MEMBERS.”
4. Our school code is “OWHSBand”.
   • Students
     • If this is the first time you have logged in to Charms, your password is your school ID number. (This is found on your student ID and also in Infinite Campus.) You may be asked to create a new password.
     • If you have logged into Charms before, use the password you created.
     • If you have forgotten your password, type your ID number into the password entry and click "Enter." Fill out the form and click on "Find My Password." Please note that the fields are case-sensitive.
     • It is important to make sure that your contact information in Charms is accurate because that is what's used to lookup for account if you need to reset your password.
     • As of February 5, 2021, all traveling students have had their passwords rest to their school ID number.

• Chaperones and Siblings
  • If this is the first time you have logged in to Charms, your password is the phone number you submitted on the trip commitment form without any additional characters (920-789-1234 becomes 9207891234). You may be asked to create a new password.
  • If you have logged into Charms before, use the password you created.
  • If you have forgotten your password, type your phone number as described above into the password entry and click "Enter." Fill out the form and click on "Find My Password." Please note that the fields are case-sensitive.
  • It is important to make sure that your contact information in Charms is accurate because that is what's used to lookup for account if you need to reset your password.
  
  

5. Once you are logged in, click on the "Finances" button:

+ Financial Statement

For our purposes, the Financial Statement shows the total amount due for the current travel plans, which is shown on the "Trip Ledger Balance Due" line. In most years, this will include the fee for the Milwaukee trip AND the out-of-state trip.

We do no use the "Fixed Payments" or "Micellaneous Balance" lines. If If there is a balance due on the "Fundraising Balance" line, fundraiser items have been checked out but no payments have been turned in. If there is a credit on the "Miscellaneous Balance" line, that means that fundraising profit has been assigned before the student enrollled in a trip. Please contatc a director for more information.

Any dollar amounts in red are due. Any dollar amounts in green are overpayments. Please keep in mind that only $100 of payments can be returned. Keep track of your payments!

The total balance due is summarized on the bottom line. The Trip Ledger Balance and the Fundraising Balance must be paid in complete beofre travel.

+ Trip Ledger Detail

This section outlines trip balances, payments, and fundraising profits assigned to a specific trip. If a student is enrolled in multiple trips, each trip's items will be grouped together.

• The "Trip" column notes the trip's name and the total (base) amount of the trip. It also notes fundraising profit (FR Profit) and options (Travel Insurance).

• The "Amt Applied" column notes the amount applied toward the trip. A positive amount notes a payment of some sort and a negative amount notes a fee of some sort.

• The "Paid By" column notes the form of payment (cash, check, or online).

Trip Payments

• In the line dated 2/5/2021, a $100 payment has been applied.
• This specific payment has been paid online as noted in the "Paid By" column (WEB or ONLINE).
  • Payments made by check will include the check number as in the line dated 2/6/2021.
  • Payments made by cash will be noted by "G-Cash" as in the line dated 2/8/2021.

Fundraising Profit

• In the line dated 2/6/2021, $13.50 in fundraising profit has been applied.
• This specific payment has been paid by check as noted in the "Paid By" column. The check number for this payment was #1234. If a fundraiser is paid by multple checks or a combination of checks and cash, this will read "MULT" for multiple payments.
• To find where the profits originated from, compare with the Fundraising Detail table near the bottom of the page.

Negative Amounts Applied

• In the line dated 2/7/2021, a trip insurance option has been added. The insurance fee is $61.50 and it's applied as a negative amount, which adds to the total amount due for the trip.
• This same process is used for late fees.

Trip Balance Due

• In the canary lines, you will find the total due for each trip. This takes into account payments, applied fundraising profits, options, and fees.
• This amount must be at $0 before departure.

+ Fundraising Detail

This section outlines fundraising and is organized by fundraiser.

• The "Activity" column notes the name of the fundraiser.

• The "Value Given" column has two functions:

  • For fundraisers where a product is checked out by a student prior to a sale, the "Value Given" notes the value of the item(s) check out.
  • For fundraisers where an item is ordered (kringle, catalog, etc.), that amount will match the "Amt Applied" column once an order is turned in and profits are calculated.
• The "Amt Applied" column notes the payments turned in.
• The "Amt Profit" columnm notes how much profit has been awarded based on that line's payment.
• The "Profit To" column notes to which trip the profit has been applied. If a student isn't enrolled in a trip, this will go to the "Miscellaneous Ledger."
• The "Paid By" column notes the form of payment (cash, check, or online).

Checked Out Items

• In the line dated 2/4/2021, the student has checked out $200 in beets.

Fundraiser Payment

• In the line dated 2/9/2021, the student has turned in a $100 payment for the beets that have been checked out. (The student is still responsible for the remaining $100 in checked-out beets.)
• The payment was submited on check #5678 as noted in the "Paid By" column.

Profits Awarded for Check-Out Fundraiser

• In the line dated 2/9/2021, the student has turned in a $100 payment for the check-out beets and was awarded $27 in profit. The profit was added "Orlando 2022" trip balance.

Order Fundraiser

• In the line dated 2/3/2021, the student sold $54 worth of kringle and was awarded $13.50 in profit. The profit was added "Orlando 2022" trip balance.
• The "Value Given" column will automatically match the "Amt Applied" column in fundraisers where orders are placed for an item (rather than handing an item to a customer at the time of sale.
• The payment was submited on check #1234 as noted in the "Paid By" column.

Accrued payments and fundraising profits automatically cover the monthly payments until that balance is under the total amount that should be turned in. You do not need to specify when you want to use the available funds.