text: I know about how individual clubs do fundraisers and handle the money, so that's what I'll tell you about.\n\nIn the high school where I teach, each club/organization has its own account.  The teacher takes all money and writes receipts, then turns the money and copies of the receipts in to the Bookkeeper right away.  The Bookkeeper makes the deposit into the bank account, keeping the receipt books and all the documentation in her files.  Occasionally the district audits the records to make sure all the forms are there and all the money adds up correctly.  The club submits a check request whenever it needs to pay for something, and the Bookkeeper processes the request and sends the check to the appropriate place.  If the club is purchasing something, the teacher first gets a purchase order and provides the supplier with the purchase order number as proof that the purchase order will be paid.  When the product is delivered, the teacher receives the shipment and informs the Bookkeeper that it's OK to pay the purchase order.  Then the Bookkeeper pays the supplier with funds from the club's account.