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Sales Project Reports (Student Activity Reports) Activity Purpose Statement and Budget Sales Project Report for D istribution Purchase Request Form CPS Order Form Activity Account Receipt Activity Account Codes – Cash Deposit Activity Activity Account Codes – Purchase Orders.
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Sales Project Reports • (Student Activity Reports) • Activity Purpose Statement and Budget • Sales Project Report for Distribution • Purchase Request Form • CPS Order Form • Activity Account Receipt • Activity Account Codes – Cash Deposit Activity • Activity Account Codes – Purchase Orders
Activity Purpose Statement and Budget Due: For adoption at the October Board Meeting – due in Treasurer’s office by Monday of week before October Board meeting. Forms are available from Denise Cook (CHS), Marylou Bernatos (CMS), Linda Ank (CIS), Carol Gries (CPS), or on the Crestwood website, Treasurer’s page. Important items to include: • Category in expenditures that will allow for purchase of miscellaneous supplies. • Disposition of funds at end of school year (1 of the following): • To be left for the next year group (or class). • To be transferred to the next year class, thereby remaining with the present class members. • To be transferred to General Fund. • Must be signed by the Principal and Superintendent. • Use black ink if handwritten – copies are made for the Board members’ approval. • Be sure your math is accurate
Sales Project Report Instructions To be completed for each individual Sales Project. Forms are available from Denise Cook (CHS), Marylou Bernatos (CMS), Linda Ank (CIS), Carol Gries (CPS), or on the Crestwood website, Treasurer’s page. Top half to describe the Sales Project and gain permission from Building Principal and Superintendent – be sure to keep an extra copy to complete the bottom half at the completion of the Sales Project. Bottom half is a detailed accounting of the items received from the vendor and the final disposition of them – how many were sold, how many were given as prizes, how many were unsold and returned for credit, etc. – be as specific as possible (if uncollected amounts from students, list their names, from whom they were unable to collect if a customer, etc.) This summary should balance to the monthly reports that you receive from the Treasurer’s office as to deposits and expenditures.
Sales Project Report (Continued) This document is probably the most important one to protect you from an audit finding for recovery! If your Sales Project is chosen for audit, it is necessary to maintain “log sheets” or any other documentation to back up the sales project report for at least 2 (two) school years in order to furnish this to the auditors. Turn in all log sheets to your building principal at the end of the school year for their retention and storage.
Purchase Orders How we buy what we sell! (Purchase Request Forms & CPS Order Form) Purchase orders signed by the Building Principal, Superintendent and Treasurer must be issued for all purchases. All Schools: Submit Purchase Order request form to the appropriate building secretary (attachment C-1 CHS, CMS or C-2 CIS, CPS) Complete Purchase Order request form as to vendor, items, complete description of items (or detailed order blank attached), quoted price (we won’t pay more unless we check that it’s OK with you), and your activity account number on the bottom of the form. Secretaries will furnish a copy of the purchase order request form for your records. A copy of the purchase order will be returned to you, keep it for your records. If the vendor requires any special arrangements for the order to be processed (i.e., tax exempt certificate, credit report completed, contract signed, check with order – rare, etc.), the purchase order should have the instructions clearly marked on a post-it note so the Treasurer’s office can comply.
Purchase Orders (Continued) All Schools: The white original of the purchase order will be sent to the vendor from the Board so the order can be placed. (When you receive the green copy back, you will know that the purchase order has been sent). If you receive the order in partial shipments, it will probably be invoiced in partial shipments, so please send the packing slip or a copy of the purchase order of what was received and your initials and date as an “ok to pay”. On the purchase order form itself, you will not a “Verification of receipt of goods” section in the bottom right side of the form for your indication that the order is a partial or complete. Be sure to note if the order is complete so that Priscilla Allcorn (Treasurer’s Accounts Payable) can close it when final payment is made. Please remember that if there is any problem with a vendor you do not have to “ok to pay” until it is rectified. If you do not ok payment, we will not issue a check. (Non-payment is the best leverage that you have for getting any problems solved, so use it to your advantage).
Receipts What we do with the money we make! You can obtain blank form from Denise Cook (CHS), Marylou Bernatos (CMS), Linda Ank (CIS), Carol Gries (CPS) for preparation of your money deposits. Complete the receipt form and count money, record in proper sales category at top of form. It is your responsibility to have it in final form for the secretaries – checks listed, coins wrapped, etc. On a daily basis give the money to the appropriate secretary and they will take it to the bank. Do not leave any money in the school at night. It is a state law that all money received must be deposited with 24 hours. Do not accumulate money for deposit in a lump sum either – the auditors watch for this and can detect it easily.
Monthly Financial Detail Report for the Activity Account These reports will be used monthly from the Treasurer’s office and will list all the bank deposits (with a description) as well as all of the expenditures from your fund (with a description). Please review these items to be sure that we have correctly posted your activity account. If you do not see an expenditure on the report that should have been paid, please notify Priscilla Allcorn in the Treasurer’s office and we will track it down. (Be sure to check that an approved receiving report was to her first – green copy of the purchase order. Any posting questions should also go to her.
