ASB Badge #11 - Inventory-ASB Badge #11 PowerPoint

ASB Badge #11 PowerPoint

Pdf Summary

This document outlines required inventory and surplus inventory controls for ASB (Associated Student Body) activities under the WASBO curriculum. Inventory procedures must be followed for student stores, vending machines, ASB equipment and uniforms, ASB fundraisers that sell products, and any small, attractive assets. Because ASB public funds purchase athletic equipment, staff must track and safeguard it. Equipment rooms should be organized (e.g., uniforms by size, helmets hung, pads racked), and each coach must complete a physical inventory after their season ends. Students may assist with counting under supervision, typically using Excel spreadsheets that are submitted to the Athletic Director and retained for potential state auditor review.<br /><br />Purchasing and receiving procedures require all merchandise to be ordered using a district ASB purchase order or district purchasing card, with confirmation of budget capacity, prior ASB student council approval, required signatures, and compliance with bid laws and district policy for large purchases. Upon receipt, items delivered must be compared to what was ordered; discrepancies must be noted on the packing slip/invoice and explained in writing with an administrator’s ink signature.<br /><br />Inventory and fundraising items must be stored in a locked, secure area with limited access; locks should be changed when key holders leave or change roles. Resale inventory should be physically counted monthly and reconciled using an Inventory Reconciliation Form (beginning inventory + purchases − ending inventory = quantity sold). Quantity sold multiplied by selling price should equal cash deposited.<br /><br />Surplus procedures follow district policy, usually requiring a District Surplus Form listing items, quantities, sizes, and signatures, with the Business Office completing paperwork for school board approval. After approval, some districts sell surplus uniforms/items at games or in the student store at reduced prices, with proceeds potentially returning to the related athletic account.<br /><br />For vending machines, two people (students with adult supervision) must stock inventory and count cash, then submit cash and logs to the ASB bookkeeper/secretary for a receipt kept on file. Expired items are removed and documented as damaged/destroyed. Item counters are recommended to compare sales to deposits; discrepancies must be investigated and documented, or manual counts performed if counters are unavailable.

Keywords

ASB inventory controls

surplus inventory procedures

WASBO curriculum

student store inventory

vending machine cash handling

athletic equipment tracking

physical inventory after season

inventory reconciliation form

ASB purchasing and receiving

district surplus form and board approval