GENERAL INFORMATION

Table of Contents

I. The HUB ………………………………………………………………………Page 2

1. Customizing the HUB area
2. Alumni and Contacts
3. Resources

II. Charms Online Store………………………………….………………………Page 9

1. General Discussion
2. Control Panel
3. Basic Setup
4. Store Items
5. My Store
6. Parent/Student-Side Shopping
7. Guest Shopping
8. Order Management
9. Reports

III. End of Year Process …………………………………………………………Page 27

1. Checklist
2. Step 1 – Check Outstanding Inventory
3. Step 2 – Check for Outstanding Uniforms
4. Step 3 – Check for Outstanding Library Items
5. Step 4 – Check for Outstanding Balances
6. Step 5 – Graduate or Transfer Students/Copy to Alumni
7. Step 6 – Promote Students to the Next Grade
8. Step 7 – Financial Items and Other Options for the New Year
a. Trips
b. Fundraisers
c. Fixed Payments
d. Miscellaneous Ledger
e. Forms
f. Point System
g. Shopping Cart Unpaid Orders
h. Shopping Cart Unfulfilled Orders
i. Recreate Shopping Cart Items
j. Helpers
9. Step 8 – Close out the School Year

IV. Did You Know? /What Can We Do?............……………………………... .Page 37

V. Our Business Partners………………………………………………………Page 45

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I. The HUB
 The HUB is a series of “quick link boxes” for frequently used areas
in Charms. These boxes are customizable, and allow fast, easy access
to where you need to go in your account.

o To customize the HUB, click on the HUB Preferences button.

o Turn on or off the toggle switches for each of the frequently

used areas. When selections are complete, return to the main
HUB screen by selecting the “Return to HUB” button. When
you first go in, all Section Activation buttons will be “OFF” –
click them to set to “ON.”

o Once you turn a section “ON,” other boxes will appear,

allowing you to customize them.

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 o Take some time to look over the HUB Preferences Help File
for more information about customizing your HUB.

 Using the Alumni Area

o As with other areas of Charms, the alumni tracker will keep
alumni lists organized for easy access to communication,
reports, email and mailing.

o Alphabetical List of Contacts.

o Email Alumni

o Group Email Options to email Contacts. Click the blue “Load

Addresses” button in the upper right corner. Toggle on or off the
contacts to email.

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o Alumni Report

o Select the Report Filter Options. Step 2 will choose the fields to
Display on the report. Once the fields are selected, select the green
“Get Report” button.

o Alumni Labels
 A filter screen appears to select the alumni for mailing labels to
be printed. Select your label formats to print. Select which
fields to print on the labels. Once the filter options are
complete, select the green “Show Labels” button. The labels
will display on a separate page to choose printer options.

o Import Alumni
 To begin, click the blue “Download Template” button in the
center of the page. An Excel spreadsheet will appear in the
download section. Complete the template by filling in the
requested information. Note: Neither the file name, nor any of
the Header field names may be changed. Changing the file
name or field names will result in error messages when the file
is uploaded. Once the template is completed, click the “Choose
File” button to select the completed template. Click the
“Upload Alumni File” button to complete the alumni upload.
 Template headers which are RED indicate a field
REQUIRED for upload of the Template. All other
information is OPTIONAL. The numbers in (parenthesis)
indicate the maximum number of characters allowed in
each field.

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 o Export to Excel
 This will create an Excel spreadsheet to store the data.
 Alumni can be automatically added to the files as part of
the “End of Year Process”. Select “Add to Alumni” as
part of graduating students from your organization.

 Using the CONTACTS Area

o The “ Contacts” area is used as an electronic rolodex. Any
contact such as favorite pizza delivery places, trusted booster
member, or fundraising professional will be stored in this area.

o To add a new Contact, click the “+” to open the ADD

window.

o When you first create a Contact, you are asked for a “Contact
Type” – this becomes the “Address Book” group of these
contacts, and will have its own group icon. Create unique
Contact Types as needed, as you enter people.

o Note the “Need 1099?” field – if you anticipate paying this

person enough to have to send them an IRS-1099 form at the
end of the calendar year, click this to set it to “YES”.

o If the Contact is a potential Volunteer (and not a parent in

your account already), and you want to track their volunteer

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 hours, click this to set it to “YES” – we will assign a barcode
to them.

o Contact Type examples:

 Companies – displays a list of company contacts
 Consultants – displays a list of consultant contacts
 Donors – displays a list of donor contacts
 Volunteers – displays a list of volunteer contacts
 To track volunteer hours for community members who are
not parents in your program, enter them here and check the
“Track Vol. Hours” option.

o Email Contacts
 Filter screen displays options to filter Contacts and
specific “address books”. Once the filters are in place,
select the blue “Load Addresses” button in the upper right
corner. The same email screen from the group email
section appears.

o Contact Labels
 A filter screen appears to select the address books of
mailing labels to be printed. The second option is different
label formats to print. The third option is to filter which
fields to print on the labels. Once the filter options are
complete, select the green “Show Labels” button. The
labels will display on a separate page to choose printer
options.

o Import Contacts
 To begin, click the “Download Template” button in the
center of the page. An Excel spreadsheet will download.
Complete the template by filling in the requested
information. Note: Neither the file name, nor any of the
field names, may be changed. Changing the file name or
field names will result in error messages when the file is
uploaded. Once the template is completed, click the
“Choose File” button to select the completed template.
Click the “Upload Contact File” button to complete the
contact upload.
 Template headers which are RED indicate a field
REQUIRED for upload of the Template. All other
information is OPTIONAL. The numbers in (parenthesis)
indicate the maximum number of characters allowed in
each field.
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 o Export to Excel
 This will create an Excel spreadsheet to store your
contacts.

 Resources
o The Manuals Tab under resources lists the .PDF files of the
sections of the manual. These files can be printed for a hard
copy of the most current User Conference manual. They are
also available through the USER MANUALS tab on the Hub.
There you will also find an End of Year guide and Checklist.

o Helpful Tools
 This Tab holds helpful tools each Head Director may find
useful.
 Metronome
 Chromatic Tuner
 Tempo Tapper
 Blank Sheet Music
 Free PDF Maker

o Opticon Drivers
 Different platform drivers for the Opticon Scanner.

o Seiko Drivers
 Different platform drivers for the Seiko Pinter.

o Barcodes
 The barcode font can be downloaded from this tab.
 There is a “Specialty Barcodes” .pdf sheet that can be
printed out, for scanning needs
 The Symbol Scanner Guide can be opened in this area for
reference in using the scanner.
 Directions for PC:
o To download the BARCODE FONT please
login to Charms >> HUB >> Resources >>
Select Barcode Font.
o Save the file to your desktop.
o Minimize all open windows.
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  For Windows 7
o Go to the START menu >> Select My
Computer >> C Drive >> Windows.

 For Windows 8
o Go to your home screen (click the tile button)
>> Select the search option >> Type Font >>
Select the font folder
o Locate the Barcode Font file on your desktop
>> Drag the Barcode Font file from your
desktop into the Fonts Folder. You should see
“Installing Fonts 1 of 1”.

 Directions for MAC:

o To download the BARCODE FONT please
login to Charms >> HUB >> Resources >>
Select Barcode Font.
o Save the file to your desktop.
o Minimize all open windows.
o Open your Finder to the Application Folder.
o Look for Font Book.
o Drag the Barcode Font into the Font Book.
o If this does not work it is likely due to the
administrative permissions for your
computer. This is likely to be the case if you
are working on a school computer or a
networked system. If you continue to have
problems please speak with your IT
person/staff.

o Accept Credit Cards

 This area provides information on how to connect one of
the credit card processors that we partner with to your
Charms account, enabling you to accept credit card
payments.

o Charms TV
 Charms has multiple videos for different functions in
Charms. Some of the videos are on individual screens
throughout Charms where a video camera button is shown
in the mid-right corner of the screen. This tab will display
all videos for Charms TV.

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II. The Charms Online Store
The Charms Online Store allows you to sell spirit wear, consumables,
tickets, or anything your parents or students (or guests!) need to
purchase where sizes, colors, quantities, or repeat orders are involved.
Shoppers can have the option to pay by credit card through one of our
online credit card processors, print out an invoice and send in their
payment, or even have money deducted from the Student Misc.
Ledger. When you mark an order as fulfilled, your inventory counts
are automatically modified, and you can pull reports on sales,
inventory, shopping history, etc.

To access your Store, click the “Shopping Cart” Icon to bring up the
Control Panel, Basic Setup, Store Items, My Store, Order Mgmt, and
Reports tabs and dropdown menus.

Note: A “type” of an item for sale is referred to as a “MAIN

ITEM”, and any color/size or other descriptor options created
for the “MAIN ITEM” are referred to as “STYLES” of the
item. Each STYLE can have up to two descriptors, and a
photo can be tied to each individual STYLE. Additionally,
sales are either tied to the STUDENT ID or to the Public
Shopper that registers.

To create your Store, you first must have your main items and
styles/sizes organized as to what you are planning to offer. This
includes initial quantities, prices, weight, color, sizes, materials, or
any other descriptions you plan to list, and also any representative
photos of the items you want to show. This allows you to properly set
up your store and items.

The basic process of running your online store will be this:

a) go to the BASIC SETUP area, and create/enter product
descriptors and upload photos (see section below for
details);
b) Go to the Store Items area, to:
1. Create a Main Item;
2. Create Styles of your Main Item (size, color, etc.),
and input display sequence, initial inventory, and
prices;
3. Determine if you need Custom Response fields,
and will you allow Back Orders;
4. Add a photo or photos to your Main Item or Item
Styles
5. Repeat back to b) above for the next Main Item
c) Occasionally go to the “My Store” tab to see how your
Store Items are being displayed to your shoppers. Adjust
as needed.

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 d) Once sales begin, use the Order Management and Reports
areas to manage your Store, regarding payment receipt and
item delivery and order fulfillment.
e) Changes to Inventory are entered by going to “Store
Items” and “Edit Item,” then clicking on the quantity link
for the particular style. Either add or subtract inventory,
then SAVE.

The Online Store Tabs

 CONTROL PANEL

o “Cart Active” turns the cart icon on or off in the

Parent/Student post-login view

o “Public Cart Active” does the same in the Public area of your
Charms account for guest shoppers.

o Note that the Admin-side store access is ALWAYS active.

o “Hide Bill and Print Button” controls the ability of your

shoppers to print an invoice/bill and send in a cash/check
payment. Hiding this button forces payment through credit
cards only.

o Credit Payment Option allows you to designate which credit

card processor you are using. NOTE: You must get API
information to us about that credit card processor!

o Email Notifications – Enter an email address, if someone is

supposed to get notifications whenever a purchase is made.

o Show on Statement – Choose whether or not to show amounts

owed on the Student Financial Statement.

o Allow fulfillment of unpaid orders – a bad idea, but this is up

to you…
o You may enter up to ten “Tax Free Days”, where any sales tax
is removed for items ordered that day. This option is
dependent upon your State tax policies.

o SAVE YOUR CHANGES!

 BASIC SETUP – for entering Colors, Sizes (or other descriptors),

and item Photos for use

o Sizes / Descriptor 1 – Enter sizes of items (or other

descriptors) that will be available in your store. This can be
sizes, material, weight, capacity, etc. Examples include:

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 Youth S / Medium / 12 oz. / 3 gallon / Small to Medium
/ 6 pound / Aluminum / XXL

o Colors / Descriptor 2 – Enter colors or color combinations (or

other descriptors) that might be used to describe the
appearance of items for sale in your store. Examples include:
White / Light Green / Blue w/ Stripes / Stainless Steel /
Salted / Unsalted / 6-pack
You also might want to create “CLICK TO SET
QUANTITY” since the Descriptor 2 choice takes them
to the quantity screen.

o Upload Photos – These photos must be files on your computer.

The size of the photo affects how it is shown in the Store.
Upload representative photos of your store items into this
Setup area, for use when you create Items and Styles in the
Store. NOTE: Multiple photos can be attached to an item, to
represent all its size and color “styles.”

 STORE ITEMS

o This is where you either create new or modify existing items

and styles, and choose whether or not to show a Main Item in
the Store (the “Show” column button).

o To Create New “Main” Items – click the “+” button near the
blue title box

 Item #: Fill in a number designation for the main Item

type being listed. This is purely your own reference
number (like a catalog number), and DOES NOT
CONTROL SORTING ORDER IN THE STORE.
 Title – Whatever you call the main Item, generically (Band
T-Shirt)
 Description – Give a full description of the type of item,
however detailed you need it to be. You can comment on
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 purchase limits, sizes offered, encourage people to
purchase, or whatever.
 Sequence #: THIS DETERMINES THE ORDER THE
ITEM SHOWS UP IN YOUR STORE SCREEN. Items
with similar Sequence Numbers will list in alphanumeric
order. Use numbers from “0” to “99999”. Items with
Sequence “0” will show up at the top of your Store.
 Monetary Donation? – Choose “YES” if this is a donation-
type item. If you choose this, your only “Price” choice
later on will be a “Minimum Donation” input and
“Maximum Donation” option. No Inventory tracking is
involved.
 Limit Purchase button – Activate to restrict the quantity of
an Item that can be purchased within a single order.
CAUTION – LIMITS QUANTITY FOR THE ENTIRE
ITEM (i.e., all colors and size Item Styles combined).
 Tax – Enter sales tax rate in percent – 8.25% is entered as
“8.25”, not 8.25% or .0825. Leave as “0.00” for no sales
tax.
 Click “Setup Item” to create the main Item type – you then
continue on to create size and color “Style” options, and
connect a photo.

o Adding “Styles” to an item – The screen will refresh, and a

blue selection box will appear at the bottom of the Item
Creation screen. Here is where you sequence and create the
individual color and size styles of the main item, ONE AT A
TIME, including initial quantities available and pricing for
each ITEM STYLE.

o To create an Item Style, enter the following in the boxes:

 SEQ – Determines the order in which your Item Styles

show in the list
 SIZES/Desc.1 – Choose a Size field descriptor, if
applicable
 COLORS/Desc.2 – Choose a Color field descriptor, if
applicable
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  QTY – Enter how many of the Item Style you initially
have available to sell
 Price – The basic price of the Item Style, without tax.
 Again, if this is a DONATION, you set desired Minimum
and Maximum amounts, with those field options.
 Click “Add” – the Item Style is created, and is listed in the
“Styles/Availability” box.

o Scroll down to the bottom of the screen to return to the blue

“Add Styles/Availability” box to add the next Item Style, and
repeat for all Styles available for sale.

 You’re not done yet! When finished creating Item Styles,

examine the Styles/Availability list.
 If you want to change the listing sequence, modify the
SEQ numbers
 Choose whether or not to allow backorders for all or
certain Styles, and select those buttons
 If you want to delete a created Style, select the
REMOVE button
 If you wish to request specific responses from your
shoppers, click the “OFF” under the Custom Fields
column – this opens a popup window where you can
create surveys or required response questions for when
an item is ordered

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  To save your Styles entries and NOT ADD OR CHANGE
A PHOTO, hit “Save”
 To save your Styles entries and ADD OR CHANGE A
PHOTO, hit “Save/Next”

o Adding a photo to a Main Item (not to individual Styles, yet)

 Scroll through the display of uploaded photo pages to find

the one(s) to use
 Click the “SELECT” box under the photo(s)
 You may select up to 5 pictures for a Main Item.

o Adding a photo to Item Styles

 Click the dropdown listing at the upper left beside the

“STYLE:” line, and choose the Item Style you wish to
attach a photo (or photos) to.
 Scroll through the display of uploaded photo pages to find
the one(s) to use
 Click the “SELECT” box under the photo – this completes
the attachment
 Repeat for all other Item Styles desired.

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  If your photo is not there, return to the BASIC SETUP
photo area to upload it or click the + icon.

 To exit, or to skip photo attachment, click the “Return to

Item List” button in the upper right corner.
 You are now returned to the main “STORE ITEMS”
screen listing, and what you have added is shown in a
display table on your Item line.
 From here, you may access any other Main Item and Style
in case modification is needed

o To Modify a Main Item or Item Style – click the “pencil” icon

on that line. You are taken to the Main Item / Style creation
screen, where you may either modify the Main Item
information/sequence/tax rate, etc. or make changes to
individual Styles, or add more Styles.

o To Change or Update Inventory – Click the “pencil” (Edit)

icon on the Main Item line in the Store Items screen – this
takes you to the Editing for that Main Item and its Styles

 Click the blue number under “**QTY” – a new window

will appear, showing prior inventory changes along with a
field to add or subtract inventory.

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  To add replenished inventory for a particular Style, enter
the quantity you are adding.
 To subtract inventory, ENTER A NEGATIVE
NUMBER – to add more enter a positive number.
 Click “CLOSE” to finalize the change and implement
the addition/subtraction.

 Repeat the same process for any other Styles you need to
add/subtract inventory for
 CLICK “SAVE” TO SAVE YOUR
CHANGES!!!
o To Change the Photo of a Main Item – Return to the Store
Items list, click the “photo” icon at the far right on the Item’s
line, unselect the existing photo, and select the new photo.

o To Stop Showing (Deactivate) a Main Item in your store,

without deleting the item – click the green “Y” button to
change it to a red “N”

o To Delete a Main Item – Click the red “X” if it is available. If

there are transactions against the item, it cannot be deleted, it
can only be deactivated.

o To View Your Store – at any time you may view what your
Store looks like to your shoppers, by either clicking the
“magnifying glass” icon at the top, or clicking the ‘MY
STORE” tab. Here, you may also replicate the shopping
experience of choosing items and filling a shopping cart,
except that you cannot “Check Out” in Demo mode.
However, you can shop for students or registered shoppers if
you need to – see the next section.

 MY STORE – This is what your store will look like to your

shoppers – here is an example:

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Here, you may replicate the shopping experience of choosing items
and filling a shopping cart, but you cannot “Check Out”. However,
you can shop for students or registered guest shoppers if you need to.

o To mimic the shopping experience (without checkout)

 Locate an Item to purchase, and click “CHOOSE” at the
right
 Read the description and examine the photos for the Main
Item
 Choose the Color and Size (or other descriptors)
combination desired – then you are taken to a Quantity
screen, where you see pricing and availability

 Enter the quantity to purchase, and any required responses,

then hit “UPDATE CART”
 Repeat the prior 4 steps for any other items – items will
list at the top of the screen

o To empty the DEMO cart, click the “START OVER” button

at the top right. There is no “CHECKOUT” button available
in DEMO mode

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o SHOPPING FOR a Student/Member, or a registered Guest
Shopper

 Choose their name from the dropdown list of either

students/members or guest shoppers that is at the top of the
MY STORE screen – you are now logged in to their cart
account.
 Locate the Item to purchase, and click “CHOOSE” at the
right
 Choose the Color and Size (or other descriptors)
combination desired, then input the quantity being
purchased;
 Repeat for any other items – selected items will list at the
top of the screen
 Click the “CHECKOUT” button in the Cart Item Listing
area
 Click the dropdown box to choose Credit Card or Bill and
Print, as desired, then hit CHECKOUT again – print the
invoice, if applicable.

 If credit card, you are taken to the credit card processor to

complete your purchase.
 If Bill and Print, the order is entered, and you are taken to
the Online Purchase History screen for that
Student/Member or Guest. Either return to My Store, or
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 process payment through the icons at the right side if you
have received it.

 To shop for another student or Guest, return to the MY

STORE screen, choose another person from the dropdown
list and repeat.

o To Delete a Main Item – Look for a red “X” at the right end of
the “Store Items” listing. If it is not there, EDIT the Item to
remove/delete all Item Styles, then return to the Store Items
list and look again for the red “X”. NOTE: You cannot
delete an item that has financial transactions against it!!!!

 ADULT/STUDENT-SIDE SHOPPING – What your

shoppers see and do

o Normal login with schoolcode and student-area password,

click on red “Shopping Cart” icon

o Shoppers see all Main Items listed in your sequence, with

“Choose” button to select Styles.

o Clicking “Choose” opens up the selection window to add

Styles to cart.

o Shopper sees sizes, availability (stock), and pricing, enters

how many to purchase – subtotals and taxes automatically
calculated. Shopper clicks “Update Cart”.

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 o Main store screen updates with cart items listed at top.

o Repeat item selection as needed.

o When ready to purchase, click “Checkout”

o Summary screen appears, with payment option dropdown and

list of items

o “Checkout with Credit Card” goes to the credit card processor.

Click CHECKOUT to be taken to the processor’s web portal.

o If paying by check or cash, shopper clicks “Bill And Print,”

then CHECKOUT
 Popup asks “DO YOU AGREE TO PAY $XXX.XX?”
– if YES, Order is entered into tracking system
 Popup opens with invoice for shopper to print and send
in with payment
 Shopper may request payment by Misc Ledger transfer
– but must communicate this to store administrator by
email, or write it on the Bill itself.

o Prior Order history and status accessed through “Purchase

History” tab
o Shopper may request cancellation of an order that has been
billed, but not paid, by clicking on “CANCEL” in the
Purchase History screen.

o Shopper can examine status of any prior order by clicking on

“magnifier” icon on order line.

 GUEST SHOPPING – What your non-student GUEST shoppers

see and do
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o Normal login with schoolcode, to the Public area of your
account

o Click on the Guest Shopping icon

o Choose whether they are a Parent of an existing Student in

your account, or not –
 if they are a parent, they simply enter the Student area
password, and shop as a Student (Member)
 If they are a GUEST SHOPPER, they click “No”, or
Just Browsing

o Just Browsing takes them to the Store – if they wish to

purchase, they will return later to the Login/Create Account
Screen.

o Saying “no” takes them to the Login or Create Account option

screen

o If they have registered before, they enter their email and

password
o If they are new, they click the “CLICK HERE TO SET ONE
UP” line.

o They are taken to a screen to enter name and email, and will
be sent a code to create a password.

o They are then taken to a login screen, to enter the code (or
reset code), then on to create a new unique password.

o They then enter the Store and shop normally.

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 o For future (repeat) shopping, they just enter email address and
password as a guest.

 ORDER MGMT – Management of sales, payments, order

fulfillment, and cancellations.
Please note that Partial Payments are not accepted in the
Charms Store – however, partial fulfillment of an order is
allowed.

o HISTORY – Alphabetically lists all students or Guests who

have placed an order, and their entire history of orders. Guests
are accessed by a secondary tab. Information columns here
include Order Number, Status, Subtotal, Tax, Handling
Charge (PayPal), and Total, as well as date information for
Billing, Payment, and Fulfillment transaction entries. There
are also clickable icons here for each student, to access their
Payment, Fulfillment, and Cancellation screens, and the ability
to examine the details of any particular order through the
“magnifying glass” icon. To see order history for JUST ONE
STUDENT, click the “student” icon on the right side of their
name line.

 Order Num – an internal Charms order tracking number

 Status – Will show either
 Billed [NOT PAID]
 Payment Received (Cash/Check, or PayPal) [NOT
FILLED]
 Order Filled
 Request Cancel Order -- shopper has requested this
order be cancelled, through the store itself – this is a
link that takes you to the order cancellation screen
 Cancelled Order
 Totals – self-explanatory
 Bill Date – the date the order was placed by the shopper
 Pay Date – the date the payment was entered into Charms,
or when they purchased and paid with credit card
 Fill Date – the date when fulfillment of the order was
entered into Charms.
 The “Payments” icon (green $)– takes you to the overall
payments screen for the student, for all outstanding orders
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  The “Fulfillment” icon (green truck) – takes you to the
overall fulfillment screen for all paid orders for the student
 The “Cancel” icon (red “X”) – takes you to the
Cancellations screen
 The “Student” icon – takes you to the order history list for
JUST THAT STUDENT
 The “Magnifier” icon – shows details of the particular
order.

o COLLECT PAYMENTS – Takes you to a screen listing

ALL new orders placed that have not been recorded as paid
for yet, listed by Order Number (by Student or Guest). Click
on a student’s / Guest’s name to go to their payment screen.
NOTE: This may or may not be faster than finding the
student/guest in the ORDER HISTORY list.

 This is a typical Payment Screen:

 When you receive a payment, enter the date of the

payment transaction (today is the default)
 Determine what order(s) the payment you have received is
going towards, and check off that order number. You
should have received an order printout along with the
payment – if not, check the details of the order on the
Order History screen. If your payment doesn’t reflect the
amount(s) due, contact the parent for clarification – NOT
Charms!
 Fill in the Amount Paid, and the Pay Method, and the
Bank Deposit and Budget information if those areas are
being used.
 Note that overpayments are directly put into the student’s
Misc. Ledger – but that you can’t split the budget
transaction!
 Click the “Make payment” button to record the payment
transaction – it is instantly credited to the student’s Store
account, and the order moves to the Fulfillment list. The
screen refreshes to the Store Payments screen, showing
any orders remaining to be paid, and the list of previously
paid orders.
 Prior “Paid” orders are shown at the bottom of the screen.
You may CANCEL/DELETE a previous payment
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 transaction, by clicking the red “X” on a paid order listing
on this screen and completing the requested information.

o Transfer Billed to MISC.

 You can charge billed orders to a student/member’s

Miscellaneous Ledger through this screen, BUT ONLY IF
THEY HAVE SUFFICIENT FUNDS IN THEIR
LEDGER!!! This ability does not exist for “GUEST”
shoppers – they have no Misc Ledger!
 Click the “BILL” switch beside any order(s) to pay this
way
 Click the green “PROCESS UNPAID ORDERS”
button at the bottom of the screen.

 You can pull a list of Items “Billed but Not Paid” by

selecting “YES” on “Allow Fulfillment on Unpaid Orders”
from the CONTROL PANEL. Remember to set it back
to “NO” when finished!

o FULFILLMENT – Shows all PAID orders awaiting

fulfillment recording, as well as a historical list of all prior
fulfilled orders, for both Student/Member and Guest. You
must process PAYMENTS first before coming here. You
MAY partially fulfill an order, if you are out of stock on some
items and want to deliver others now.

 Determine the Order Number to be fulfilled.

 Click on the green TRUCK icon on that line – you are
taken to the fulfillment screen

 Change the Fill Date if you need to

 Determine what you are PHYSICALLY GIVING THE
PERSON, and enter those quantities in the “QTY” field.
 You can partially fulfill the order, if needed

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  If you are giving everything ordered, just click the
“COMPLETE ORDER” button at the upper left – it
fills in the quantities automatically.
 Click “Save Delivered Quantity” to process the fulfillment
 You are taken back to the Fulfillments screen. A partially
fulfilled order with have status “Partially Filled”
 Proceed to the next order.

 To UNFILL an order (merchandise return or error

correction) – find the order in the completed Fulfillments
list, and click the “EMPTY TRUCK” icon. You are taken
to the fulfilled order detail screen –
o Enter a negative number in whichever line
something is being changed
o Click ‘Save Delivered Quantity” -- The order is
returned to the “Paid” list as “Partially
Fulfilled,”
 To fully delete this order and its payment, delete the
payment from the Paid Orders list in the Order History
screen FOR THAT STUDENT/MEMBER, then cancel the
order request itself.

o Cancellations – The only orders that show up here are

BILLED orders and those where the shopper has requested
cancellation of the billing, not orders that have been marked as
PAID. There is also an historical list of previously-cancelled
orders.
 Click the red “X” beside the order line
 Examine the order details to verify that it is the correct one
to cancel
 Click “REMOVE ORDER” – and answer the verification
screen popup.
 You are returned to the cancellations screen

 REPORTS – allows you to manage inventory and

sales/delivery info
o Setup Report
 Shows all Store Items and Style configurations, inventory,
and pricing

o Order Report
 Lists printable details of all orders placed, in “order
number” sequence, as well as transaction date info
 Report Options button allows refinement to show either
 Students or Guest Shoppers
 Include Inactives
 Hide ID#
 Hide Name
 Only Paid Orders, or
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  Only Orders Not Filled
 Can use Session Filters to restrict names listed

o Sales Stats By Date Report

 DATE RANGE FILTER THROUGH REPORT OPTIONS
BUTTON
 Lists all Main Items and Styles in Store
 Lists quantities of each transacted across date range
specified in Report Options
 Report Options also allows refinement of Status, Item, or
Item Number
 Can download to excel.

o Sales/Inventory By Item
 Printable report of transaction totals for all Items and
Styles, listing remaining inventory.
 Back-Ordered (out of stock) items are highlighted in pink.
 Does not track additions / replenishment of inventory –
inventory change history is shown in the individual Main
Item editing screen.

o Sales by shopper
 Can be emailed to every student/parent and guest.
 Lists students and every item ever ordered, showing status.
 Lists in Order Number sequence
 Report Options button allows refinement of report
 Students, Guests, or Both
 Order Status
 Item
 Particular Style(s)
 Hide Inactives, or ID
 Show Description

o Custom Fields Report – shows shopper responses to question

prompts
 Show Required Only responses
 Show Optional Only responses
 Hide Blank responses
 Show Item

There are a LOT of pieces to the Online Store – so find someone familiar
with not only computers, but also order management and inventory
management, to run it for you!

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III. END OF YEAR PROCESS
 End of Year Process -- Check List - To prepare for the end
of year process, we recommend the following steps:

o To Review prior to beginning the end of year process:

 Watch the end of year video
 Setup icon >> End of Year tab >> Click on the video
icon, or;
 Click the “End of Year Video” link on the post-login
welcome screen
 There are also videos on the individual screen areas of
the EOY Process – go to RESOURCES > CHARMS
TV area, and search for “End of Year”
 Read the User Manual section on End of Year
 Hub icon >> User Manuals tab >> End of Year PDF
 Print this out, for reference, if desired.

o Back up data from your Charms account

 We recommend running the following reports prior to
beginning the End of Year process;
 Reconcile your account ledgers:
Financial icon >> Account Ledgers tab >>
Reconciliation (complete for each account ledger you
have)
 Print/PDF a copy of the student financial statements:
Financial icon >> Statements tab >> Print Statements
 Export your account ledgers to excel as a back-up:
Financial icon >> Account Ledgers tab >> Export to
Excel
 Student/Member back up:
Student icon >> Import/Export tab >> Export to Excel
 Online Store reports:
Online Store icon >> Reports tab >> Sales by Shopper
and Order Report

o Make decisions on the following BEFORE you start the

end of year process
 Who will be doing the end of year process? (We
recommend the treasurer and the head director sit together
to process the end of year.) Choose 1 person or 2 people
working together to avoid the risk of doing the End of
Year Process twice.
 If you are promoting students to another school, check
with the receiving school prior to doing the end of year
process to make sure they are ready for the new students.
(High Schools should process their End of Year first, then
Middle Schools, and so on down to Elementary Schools.
When the higher grade school does their EOY, it creates
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 an opening in the lowest grade for the new students to be
received into.)
 Financial carryovers –
 1) Do people still owe you money, and 2) Which
Financial thing(s) are you doing again or carrying over
into next year? You will have a choice of “CLOSE,”
“CLOSE AND BILL,” “RECREATE,” and
“CONTINUE” for Trips, Fixed Payments, and
Fundraisers. (Misc Ledger is on a separate page.)
Take the time to understand these four concepts and
the differences between them, then discuss with all
administrative users which options your organization
will choose for EVERY Trip, FP, FR,and Bill. You
will also need to know what to do about Misc Ledger
balances and Online Store orders that may still exist,
because we will ask you to choose.
 Financial Balances – Check with your Treasurer, to
make sure the Bank Balance and Reconciliation is
complete and correct. If not, make corrections as
needed before doing the EOY process.

o Did we say, “Watch the Videos” and “Read the User

Manual”????

o If you have questions about this process, please contact Tech

Support. We won’t walk you through the entire process, but
we will gladly answer specific questions!!!

 The End of year process is a time to clean up your Charms account,

and get ready for the coming year.

o When you first login to Charms, you see the school year for
your account.

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 o If you are in the WRONG school year, you'll see a
WARNING.

o The reminder to close your school year appears mid-June on

your welcome screen. If you want to do it early, or missed it,
you can find it by going to:
 Setup > End of Year

o Before we start, take a deep breath. Do some yoga. Light a

candle. Relax. It’s not that difficult and except for deleting a
whole bunch of students by accident, everything is fixable.
Even deleting your students is fixable, but it will cost you a lot
of money. A lot! No, really. A LOT of money.

o There are currently 8 steps to the End of Year Process; the

first four are informational only, the last four actually do
something, and the 7th step has lots of little steps within it.

o There is a very nice video that explains some of the backup

reports we suggest you run before you go through the end
of year process. We suggest you take a few moments and
watch it, so you have all the information you need, should you
make errors during the process.

 Step 1 – Check for Outstanding Inventory

o Lists the inventory items assigned to students

o Inventory records for graduating students (marked by a red

dot) will be marked unassigned on step 5.

o All other students will retain their assignments.

o Click a student name to review assignments.

 Step 2 – Check for Outstanding Uniforms

o Lists the uniform items assigned to students

o Uniform records for graduating students (marked by a red dot)

will be marked unassigned on step 5.

o All other students will retain their assignments.

o Click a student name to review assignments.

 Step 3 – Check for Outstanding Library Items

o Lists the library items assigned to students

29 | P a g e
 o Library records for graduating students (marked by a red dot)
will be marked unassigned on step 5.

o All other students will retain their assignments.

o Click a student name to review assignments.

 Step 4 – Check for Outstanding Balances

o This screen might take a few moments to load; be patient,
don’t refresh. There are a lot of numbers that need to be
crunched, and we can only fit so many squirrels into one
wheel.

o You will have the option of rolling student balances into the
new school year when you promote students.

o All other balances will be cleared.

o Graduating students are marked with a red dot.

o Click on a student to see their financial detail.

STOP HERE AND BREATHE!... Read the names on the

screen……do you really need to delete the people on the
screen? If so, Press the Yes (continue to the processing screen)
button to proceed to the copy to alumni and graduate/delete
students page. If not, press the “No” button to skip the
“delete” step.

Step 5 – Graduate or Transfer Students/Copy to Alumni

o Notice the “Skip this Step” Button. It’s BIG AND RED.

o Notice the Blue buttons for Printing Financial Statements

and Exporting your students.

 High Schools with Seniors:

 If you wish to save your departing seniors to the

alumni database, be sure to click the Copy to Alumni
button first.

 You will be able to graduate your inactive students as

well.

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  Make sure your profile "School You Feed" is set to
“blank” and your high grade is 12.

 Click Graduate Seniors

 READ THE NAMES ON THE SCREEN BEFORE

DELETING! IF THEY ARE NOT SENIORS,
DON’T DELETE THEM!!!!

 THERE IS NO UNDO

 Before you actually delete your students, you have

one chance to say “no.” After you say “yes” there is
no oops.

 Data retrieval for deleted student data starts at $850

and goes up from there depending on how much you
need to restore. It can cost as much as $1500.00. So
be sure you are ready, and are paying attention.

 Junior High, Middle School, or Elementary School.

 If you wish to save your departing students to the

alumni database, be sure to click the Copy to Alumni
button first.
 If you plan on deleting your students rather than
sending them to a different school, make sure the
Profile > School you Feed bar is set to blank, and it
will function exactly as the High School instructions.

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  Otherwise, you'll want to setup your profile to include
either a single school, or “MULTIPLE SCHOOLS”

 Single School

 Make sure that the school to which you are sending

the students has completed their end of year
process. It will be stated in green if they have and red
if they haven't.
 If the school you feed has completed their end of year
process, you can click Transfer Students to send the
student's marked yes to the school. If you ignore the
warning and transfer your students anyway, they will
be merged with the other school’s students of the same
grade. For example, if the high school you feed has
not done their promotion steps yet, your eighth graders
are now their 9th graders which will soon be their 10th
graders!!!! BE CAREFUL!
 When you Transfer Students, all the personal records
will transfer to the new school, one grade higher.
However, all their financial data is deleted. If you
need financial data, be sure to print statements
before you transfer.

 Multiple Schools

 You will be repeating step 5 until either all students

have been transferred, or you click skip this step. You
will have the opportunity to select each school from a
drop down menu.

 Check off the students you wish to send to that school,

and then click Transfer Students, to do so.

 Step 6 – Promote Students to the Next Grade

o This will raise all 8th graders to the 9th grade, all 10th graders to
the 11th, etc...

o Note, this will NOT modify students listed in your maximum

grade, you have already graduated or transferred them out, or
skipped them in step 5.

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 Step 7 – Financial Items and Other Options for the
New Year
o Everyone say “CONTINUE”. Everyone say
“RECREATE”. What’s the difference?

o 7a –Trips
 All your trips for the current school year will appear on
this screen. You have four options with EACH trip:

 Close - you are FINISHED with the trip and will no

longer be collecting money for it in the new year.
 Close & bill - you are finished with the trip but you
NEED TO BILL outstanding balances to the new
year.
[chaperones cannot be billed.]
 Recreate - CREATES a new trip with identical
properties but no transactions in the new year.
 Continue - you are CONTINUING to collect money
for an existing trip in the next year. Charms will
show all the existing transactions in the new school
year.

 Close or Close & Bill work together, you can either Close
the trip or Close it AND bill any outstanding balances.
 Recreate works with Close or Close & Bill. When you
close the trip, you can recreate it for the next school year.
 Continue is exclusive – this will copy ALL transactions
from the current school year into the next school year.
You CANNOT close, close & bill, or recreate the trip.
 Click the Process Trips button to process your trip
selections.

o 7b – Fundraisers
 All your fundraisers for the current school year will appear
on this screen. You have four options with EACH
fundraiser:
 Close - you are FINISHED with the fundraiser and
will no longer be collecting money for it in the new
year.
 Close & bill - you are finished with the fundraiser
but you NEED TO BILL outstanding balances to the
new year.
 Recreate - CREATES a new fundraiser with
identical properties but no transactions in the new
year.

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  Continue - you are CONTINUING to collect money
for an existing fundraiser in the next year. Charms
will show all the existing transactions in the new
school year.

 Close or Close & Bill work together, you can either Close
the fundraiser or Close it AND bill any outstanding
balances.
 Recreate works with Close or Close & Bill. When you
close the fundraiser, you can recreate it for the next school
year.
 Continue is exclusive – this will copy ALL transactions
from the current school year into the next school year.
You CANNOT close, close & bill, or recreate the
fundraiser.
 Click the Process Fundraisers button to process your
selections.

o 7c – Fixed Payments
 All your fixed payments for the current school year will
appear on this screen. You have four options with EACH
fixed payment:

 Close - you are FINISHED with the fixed payment

and will no longer be collecting money for it in the
new year.
 Close & bill - you are finished with the fixed
payment but you NEED TO BILL outstanding
balances to the new year.
 Recreate - CREATES A NEW fixed payment with
identical properties but no transactions in the new
year. [note: fixed payments billed "by student"
will not be billed in the new year.]
 Continue - you are CONTINUING to collect money
for an existing fixed payment in the next year.
Charms will show all the existing transactions in the
new year.

 Close or Close & Bill work together, you can either Close
the fixed payment or Close it AND bill any outstanding
balances.
 Recreate works with Close or Close & Bill. When you
close the fixed payment, you can recreate it for the next
school year.
 Continue is exclusive – this will copy ALL transactions
from the current school year into the next school year.

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 You CANNOT close, close & bill, or recreate the fixed
payment.
 Click the Process Fixed Payments button to process your
selections.

o 7d – Miscellaneous Ledger
 We have new options for the Misc Ledger during the End
of Year Process:

 Student balances as of today will be entered as a

new opening balance (Detail is archived). This
means a line will appear on the misc ledger that says
“Balance forward 2015-2016” and there will be an
amount listed. No detail will be available.
 Show all current miscellaneous transactions in the
New Year. All misc ledger transactions that are on the
2015 – 2016 misc ledger will appear on the students
misc ledger in the New Year. We will simply carry
everything forward.
 Student balances will be reset to $0.00. The misc
ledger will begin the new school year with a zero
dollar balance. Nothing from the 2015 – 2016 school
year will move forward. This is a clean start to the
year.

o 7e – Forms
 If you have used Charms to record the collection of forms
turned in by students, you have three similar choices to the
financial items.

 Close - you are FINISHED with the form and will no

longer be collecting it in the new year.
 Recreate - CREATES A NEW form setup with
identical properties but none collected in the new
year. Forms remain assigned to designated groups.
 Continue - you are CONTINUING to collect forms
in the next year. Charms will show all the collected
forms in the new year.

o 7f – Point System
 If you are using Charms to record points, you have two
choices during the End of Year process. You can clear out
ALL your entered points, or you can clear out ALL your
events AND points. You have to have events in order to
have points. If you delete your events, the points must go
away also.

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  You may also choose to "do nothing" and continue the
points assigned. For example, if students are accumulating
points over several years to earn a letter jacket, do nothing.

o 7G – Shopping Cart Unpaid orders

 If you have been using the Charms shopping cart, and have
unpaid orders outstanding when you close the Year, you
can bill the students who have balances.
 Click Process Unpaid Orders if you want to bill the
students.
 NOTE: You cannot bill guests for unpaid orders.

o 7H – Shopping Cart Unfulfilled Orders

 If you have been using the Shopping Cart, and have orders
outstanding that have not been marked “filled,” you will
see a list of them. This screen is information-only

 If you wish to print a list of Unfulfilled Orders, click the

big green button at the bottom.

o 7I – Recreate Shopping Cart Items

 If you have been using the Shopping Cart, you have the
option to recreate your items for the new school year.
 Recreate - CREATES A NEW ITEM with identical
properties but no transactions in the new year. If "zero
stock" is not selected the initial quantity for next year
will be the stocked quantity less the number sold. NEW:
“Check All” Recreate.
 Zero stock - when recreating a stock item, zero stock
will override the quantity balance to zero. NEW: “Zero
All.”
 Click the Big Green button at the bottom to recreate your
items.

O 7J– Helpers
 If you have assistants or booster officers or other helpers
in your Charms account, you have a chance to delete
them right now. If Mrs. Smith’s daughter graduated
three years ago, and she doesn’t help you with Charms
anymore, now is a good time to delete her login. (People
don’t like receiving our emails after they leave your
school!)
 Select which helpers you wish to delete.
 Click the Big Green button to delete your helpers.

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  Step 8 – Close out School Year
o If you still need to go back and make corrections, click the
Skip this Step button, make your changes, and go back
through the end of year process again, skipping the steps you
already processed!
 BE CAREFUL! You don't want to accidentally
graduate or transfer another class of students or
promote your students twice. There are no easy ways to
fix these mistakes. And it will cost you a lot of money
to restore wrongly deleted students!!!!!
 If you skip step 8, any actions you took in step 7 will not
be visible; those transactions are already moved to the next
school year. You MUST click the final button in step 8 to
close your school year.
 The final step in the process will show you what you did in
the previous steps, whether you skipped them or processed
them.
 The screen will list all your bank ledgers, with their
balance as of this moment. When you close the school
year, an opening entry will be made in the same bank
ledgers for the new school year, and all existing
transactions will be archived – not deleted.

 Your End of Year Processing will be marked complete for

the schools below you.
 If you have been using the grade book, the grading period
dates will be cleared so you can set them for the new
school year.
 You have completed the end of year process. Hooray! It’s
Taco Time! It’s Miller Time! That’s enough of that, now
get back to work!

V. Did you Know? - FAQ

How will I know when to request a Quote or an Invoice?
Sixty days prior to the renewal date for the Charms account, you will receive
an email, and the opening screen will display a reminder screen with the
option to request a Quote or Estimate. (You will receive a second email at
30 days prior to renewal.) Every day will count down, 59, 58, 57… The
reminder will continue to appear until payment is received or the account is
suspended.

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What happens if I don’t pay?
At 30 days past the due date, your account will be automatically suspended,
and you will be unable to log in. At 60 days, your account will be
automatically archived, and eventually marked for deletion. Please call our
office to discuss any extenuating circumstances, (972)485-1912. (We really
try to work with you, but you cannot pay us Tuesday for a hamburger today,
sorry!)

How do I request a Quote or Invoice?

Sixty days prior to the renewal date of the Charms account, a message will
appear on the opening screen just after you enter your password.

Select the option which fits your organization, and/or your district purchasing
requirements. MOST school districts require Quotes before issuing purchase
orders, and purchase orders generated before receiving and paying invoices.
Other districts do not require anything other than the invoice. Please check
with your district to ensure the proper purchasing procedures. The Quote or
Invoice will be ELECTRONICALLY sent to both the director listed in the
billing system, and the person requesting the quote or invoice. (Hint: Be sure
your email address in your charms account is accurate!) The director and all
who have access to the finance section will see the reminders, as well as the
billing options.

Who can request an invoice?

Anyone with access to the finance section in Charms can request an estimate
or invoice.

My fiscal year is at a different time than my renewal date, can I change

my renewal date?
Yes, there is an opportunity to prorate an account to move the renewal date to
match with the beginning of the budget year. There is a monthly charge,
usually a minimum of $25 per month, for each month between the current
renewal date and the new renewal date. For example, current renewal date of
07/01/2013 moved to meet the budget year of 09/01/2013. The rate will be
$50 for 07/01/2015 – 09/01/2015, and $365 (your annual rate) for 09/01/2015
– 09/01/2016.

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Can my District combine the billing for a “District Purchase”?
Yes, please have the Fine Arts Director or other District Administrator
contact Rebecca Baker in our office at (972)485-1912, or
Rebecca.Baker@DorianBusiness.com . District discounts begin with a
minimum of six (6) new accounts added. There is also an Admin Portal
account for district level administrators. The Portal account allows the Fine
Arts Director or other Administrators to manage all Charms accounts at a
district level.

How do I submit a PO (Purchase Order)?

Purchase Orders may be submitted by email, fax, or mail. Please submit a
copy of the PO to apply the PO to an invoice. The PO has important billing
instruction from the school district necessary to process an invoice for
payment. Once the copy of the PO is received, the invoice will be generated,
and the order (annual billing, accessories, or labels) will be updated, or
shipped.

Email address: charmssupport@charmsmusic.com,

Amber.Johansen@Dorianbusiness.com or
Rebecca.Baker@Dorianbusiness.com for district adoptions.
Fax number: (972) 272-3927 Address: 1985 Forest Ln, Garland, TX
75042

How can I pay an invoice for Charms?

Payment methods accepted are check, PO, and credit cards. Dorian Business
Systems does not accept credit card information over the phone at this time.
To pay with a credit card, go to the main Charms website,
www.charmsoffice.com , under “About Charms/Pay Us Via Credit Card”,
https://www.charmsoffice.com/payus.asp .

When you pay us with a credit card, you are using the same systems available
to your parents and students!

Just beyond this screen there are three options to enter credit card information
using PayPal, Affinipay, or SchoolPay. Some districts will not allow the use
of PayPal. SchoolPay is another clearinghouse to process credit card
payments. We highly recommend Affinipay, with 1.95% + $.20 per
transaction and excellent customer support.

Please select the option which works best for your organization, or district.
Then, follow the information requested; Organization name, invoice number,
amount, and credit card information.

Can I pay with an electronic check?

Yes, any of our payment processors (Schoolpay, Paypal or Affinipay) can
handle electronic checks.

How do I order a Scanner and Other Accessories?

Please submit an email to charmssupport@charmsmusic.com indicating the
accessories you wish to purchase. An estimate will be sent to the email
39 | P a g e
address requesting the accessories. Once payment or a purchase order is
received, the items will be shipped. The accessories are listed on the main
Charms website, www.charmsoffice.com , under “About
Charms/Accessories”, https://www.charmsoffice.com/accessories.asp .

How do I order labels?

All labels are custom orders, and must be ordered through your Charms
account. To view a sample of the label format, go to the main Charms
website, www.charmsoffice.com , under “About Charms/Accessories”,
https://www.charmsoffice.com/accessories.asp . Please log into your Charms
account to upload the information, and order the specific labels. The
instructions for uploading label information is located in
Communication/Assets section of the User Manual.

How do I find my School Code for Parent/Student Login?

Login to your Charms account. From the opening screen, choose the tools
icon for the “Setup” section. The first tab under “Setup” is “Profile”, click
“Profile”. Choose the last option “Adult/Student Prefs.”. The Adult Code is
in the first box under the green button “Update Preferences”. Your Adult

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Code is unique in the Charms system. If you choose to change the Adult
Code, the system will only allow unique Adult Codes to be replaced. For
instance, CentRowHSDrill is the only code like it in the Charms system.

Is there an instruction sheet to give to parents/adults?

On the opening screen after you enter your password and before you enter
Charms, there is a blue circle with two people on it labeled “PARENT

HANDOUT” . When you click on this button a “parent information.doc”

file will download. The document may be opened and altered to meet the
needs of your organization. The parent instruction sheet can also be found
under Setup>Profile>Adults and Students.

How can I change my profile section (name, school name, etc.)?

The profile section can be reached either by selecting “Setup/Profile/Update
Profile”, or click on your name in the upper right corner once you are logged
into Charms. Please note: The Charms account belongs to the
organization, and stays with the organization.

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How can I purchase text messages/phone messages?
You can purchase text and phone message units directly from your Charms
account under the respective headers. Phone and Text message units must be
pre-paid via PayPal.

If you wish to pay by purchase order, send an email to

charmssupport@charmsmusic.com indicating the number of phone messages
or text messages you wish to purchase. An invoice will be sent to you for
payment. Once payment or a copy of the PO is received, the paid text/phone
messages will be added to the Charms account. Please note: Text messages
can be sent for FREE through Charms if the cell phone carrier is listed
for each cell number. Please see the Communcation/Assets section for
specific instructions.

How can I change the “Head Director” position in Charms?

Please send an email to charmssupport@charmsmusic.com . Please include
the outgoing director information, the incoming director information
including email address, and the reason for the change. Please also send a
phone number to the main office to confirm this change. Once the change
has been completed, the login information will be sent to the email address of
the incoming director.

How do I add PayPal/Affinipay/SchoolPay/RevTrak to my Charms

account to accept payments from students/parents?

Under Hub/Resources/Accept Credit Cards there are a links to instructions

and/or a video with step by step instructions for collecting the API credentials
from our various credit card partners.

These credentials are necessary to link any of the credit card processors to
your Charms account. Once your processor is linked to your Charms
account, an email will be sent listing instructions for adding the service
charge in the profile section.

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Things We Can Do For You!!
 Please send an email request for the following, indicating the Charms
organization name, the head director’s name, the specific
information needed, and the school year.

o Past Years’ Student Statements including notes – a .pdf file will

be sent to you with all of the student statements for the requested
year. Once the Year End Process has been completed, the senior
information is deleted and will not be included in the student
statement .pdf. Any request for statements for deleted students will
have a fee associated with retrieval.

o Past Years' Student Balances Due - a .pdf report will be sent,

which includes any students with balances due for the requested
school year. Once the Year End Process has been completed, the
senior information is deleted and will not be included in the Student
Balances Due Report. Any report requests for deleted students will
have a fee associated with retrieval.
o Reset All Student Passwords – Reset All Student Passwords –
With a click of a button, ALL of the student passwords can be reset to
the original “student id” entered for each student. Be aware if a
parent has their student linked to a sibling this will cancel that link,
and they will need to do it all over again.
o Unassign ALL Uniforms and/or Inventory – With a click of a
button, ALL of the assigned uniforms and/or inventory will be
cleared. Please remember there is “no undo!” We can also delete
whole categories of inventory/uniforms, but we cannot cherry pick for
only certain items within a category. You can do that yourself.

o Delete Points and Point Events – With a click of a button, all of the
Points and/or Point Events will be cleared. Please remember there is
“no undo!”

o Continue prior period Trips, Fundraisers, Fixed Payments. – If

you closed your school year and forgot to continue a Trip, Fixed
Payment, or Fundraiser, we can move those transactions for you. If
you Continued a Trip , Fundraiser or Fixed Payment during your End
of the Year Process that you didn’t intend to, we can rollback those
Trips, Fundraisers, or Fixed Payments, and their associated
transactions, into the previous school year.
o Delete your Library, Uniforms and Inventory – With one click we
can wipe out your library, uniforms or inventory. Be aware this will
remove the history of that item.

o Delete all Alumni.

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o **Delete All Financial Transactions (Current School Year) – ALL
financial transactions will be deleted, wiped out, gone!! Please email
charmssupport@charmsmusic.com and a form will be returned to you
requiring signatures to complete this request. The recovery of the
deleted information is time consuming and VERY costly.

o **Mass Delete Students – Please contact the office at (214) 556-

1912. We have some specific questions based on your account to ask.
We will ask you to send a confirmation email before we actually
delete the students. The students are tied to many other parts of
Charms, and it is important to discuss exactly what will change.

o We can also Delete All Chaperones. Please remember there is “no

undo!

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