Mason Athletic Booster AssociationPolicy # 4

Sales Project Potential / Summary

Policy Name: Sales Project Potential / Summary

Policy Number: 4

Policy Statement:

All fundraising projects initiated by activity or booster groups associated with Mason City Schoolsmust be approved by school officials before the fundraiser is undertaken and the results of such projects must be reviewed upon completion.The Mason City School Board has instituted this policy in support of State of Ohiostatutesand audit requirements.

Purpose:

The purpose of this policy is two-fold. The primary purpose is to protect against organizations intentionally or accidentally taking advantage of Mason students, parents, or the public in their efforts raise funds through the sale of merchandise. The second purpose is to provide visibility into activities that present a face of Mason City Schools to the public.

Overview:

The Sales Project Potential/Summary (MCS-A2)is required for any fundraising project that will be processed through your club’s school account and in which merchandise is sold. It is really a two-part form on a single page. The top section, the project potential, is to be completed and approved before initiating the project. The bottom section, the project summary, is to be completed when the project is completed.

Procedure:

At least 15 days prior to committing to the project, complete the upper half of the form (project potential) and submit it via email to Scott Stemple @ , Erika Hood @ , and MABA@ .

Within 15 days of completing the project, complete the lower half of the form (project summary) and submit via email to Scott Stemple @ , Erika Hood @ , and MABA@ .

To complete the Sales Project Potential/Summary (MCS-A2):

(It should take about ~5 minutes to complete the projection and the same for the summary. In preparation, you may want to get the financial informationfor your school account by requesting your club’s Financial Detail Report, Year-to-Date (FINDET)from Cathy Crotty, the Assistant Athletic Director (AAD)in the athletic director’s (AD)office. Email Cathy @ and she will email the report back to you. Cathy can also be reached at (398-2513 option 3)

Completing theSales Project Potential/Summary (MCS-A2)form manually is discouraged because it adds opportunity for errors throughout the process. But, if you must complete the form manually:

  1. Open the Excel file. Enable the Macros. Do not update workbook for a new version of Excel.
  2. Print the form
  3. Before commencing the project, complete the top section of the form, the project potential.
  4. Send the project potential to Scott Stemple with copies to Erika Hood and the MABA treasurer, and
  5. After completing the project, complete the bottom section of the form, the project summary.
  6. Send the project summary to Scott Stemple with copies to Erika Hood and the MABA treasurer, and
  7. Skip the rest of this procedure.

To complete the form directly in the Excel workbook:

  1. Open the Excel file. Enable the Macros. Do not update the workbook for a new version of Excel.
  2. Enter your Club’s information:
  3. Go to the “Club Attributes” tab.
  4. Enter the number that corresponds to your MBC in the list. Your club name should appear next to the number you entered.
  5. Before initiating the project, complete the top section of the form, the project potential.
  6. Go to the “Sales Project Potential”tab. Enter:
  7. "Date” – The date the form is (or should have been) first submitted to the Athletic Department for pre-approval of the project. In this instance, the date should be before any revenues or expenses were incurred in your school account for the project.
  8. “Proposed Sales Project” - A description of the proposed project including the venue
  9. “Students will participate in this project ” Check the “Yes” or “No” box to indicate student participation
  10. “Company Name and Address” - The company is the vendor.
  11. “Representative” - Representative of the vendor
  12. “Phone Number” - Phone number of the representative
  13. “Quantity to be ordered” - In the left hand blank, enter the quantity ordered. In the right hand blank, identify the unit of measure of that quantity. This must be the same unit that you will sell.
  14. “Cost per unit” - calculate in terms of the units that will sold. “At risk?”Check the “Yes” or “No” box to indicate if you still have to pay for the inventory even if it is not sold. If only partially at risk, check both “Yes” and “No”.
  15. “Proposed sales price per unit” - calculate in terms of the units that will be sold
  16. “Proposed date for sales campaign” - enter the expected beginning date. If the sales campaign will extend beyond a day, enter the expected ending date.
  17. “Requested by:” ”Club Project Leader” - enter your name
  18. Save the document electronically for your records, recording the plan until the project is complete. Use the file naming standard in point 6 of Attachment 1.
  19. IMPORTANT: Attach the completed Excel document in an email to Scott Stemple, Erika Hood, and MABA. As long as you entered your name as the Club’s Project Leader in the form no signature is necessary. The AD’sOfficewill forward it to the appropriate people for authorization. The treasurer’s office will email a copy of the approved formback to you. At that point you are authorized to begin the project.
  20. After completion of the project, complete the bottom section (project summary)of the original Excel form.
  21. Open the Excel file. Enable the Macros. Do not update the workbook for a new version of Excel.
  22. Go to the “Participation Project Potential” tab. Enter:
  23. “Project complete (Y or N)” - Indicate that the project is complete. When you enter the Y, the actual price/ unit, actual cost/unit, and quantity ordered will be populated with the planned values. If the actual values deviate from the populated values, overwrite them.
  24. “Actual sales price / unit” - If the actual value deviates from the populated value, overwrite it.
  25. “Actual cost / unit” - If the actual value deviates from the populated value, overwrite it.
  26. “Quantity” “Ordered” - If the actual value deviates from the populated value, overwrite it.
  27. “Quantity” “Returned” - Of the quantity ordered, enter the amount of any returned for credit.
  28. “Quantity” “Sold”
  29. You must explain the quantity that is unaccounted for (not sold or returned) in the body of the email.
  30. “Treasurer’s Name”.
  31. “Date”.
  32. Save the completed document electronically for your records. Use the file naming standard in point 6 of Attachment 1.
  33. IMPORTANT: Attach the completed Excel document to an email. If you have any inventory not sold or returned, you must explain this quantity that is unaccounted for in a note in this email. Also identify your club in the email and send it to Scott Stemple, Erika Hood, and MABA. As long as you entered your name as the Club’s Project Leaderin the form no signature is necessary. The AD’s Office will forward it to the appropriate people for authorization.

Attachments:

Attachment 1: Guidelines for using the Excel based tools provided by MABA.

Attachment 2: Example of identifying your club in the Sales Project Potential/Summary (MCS-A2).

Attachment 3: Example of a project potential submitted before the start of the project. This is how it would look when emailed.

Attachment 4: Example of a project summary submitted after the project is complete. This is how it would look when emailed.

Attachment 1

Guidelines for using the Excel based tools provided by MABA

Various Excel based tools are provided to help MBCs complete procedures: this procedure is no exception. When using this or other tools provided by MABA, please note:

  1. In these procedures, a word or phrase in bold print and quotes (ie "Date") is the heading of a row, column, table or spreadsheet in the workbook
  2. When you open an Excel file:
  3. If a message is displayed asking if you want to update the workbook to a new version of Excel, click NO.
  4. If a message is displayed informing you that the workbook contains macros, click Enable macros.
  5. Navigation within the workbook
  6. In the procedures, a word or phrase in bold print and quotes (ie "Original Date") is usually the heading of a row, column, table or spreadsheet in the workbook
  7. To go from one spreadsheet to another in the same workbook, click on the spreadsheet tab containing its name. The tabs are displayed near the bottom of the Excel window.
  8. To go from one cell to another within a spreadsheet, use the mouse to click on the cell, or use the right arrow (->)to move among cells in which data can be entered. (Using the right arrow is the best way to ensure that all enterable fields are shown). The cursor will work its way down the spreadsheet then return to the first unprotected cell at the top.
  9. To go to a check box, use the mouse to position the arrow atop the desired check box. Select the check box by clicking on it.
  10. To get help in completing the form or resolving errors or imbalances, use the mouse to position the arrow above cells displaying a red triangle in the top right hand corner.
  11. Many spreadsheet tools are protected to prevent accidental update of cells containing formulas integral to the integrity of the spreadsheet. You will know a cell is protected in one of two ways.
  12. You are unable to select the cell by clicking on it.
  13. You can select a cell but when you try to enter information into it, a message is displayed indicating that the cell is protected. The exact wording may vary among spreadsheets.
  14. Some cells restrict entries to one or more valid values. When you select one of these cells, a small downward arrow will appear.
  15. You can enter one of the valid values
  16. You can click on the arrow to display the valid values. You select the desired value by clicking on it.
  17. If you enter an invalid value, an error message will be displayed.
  18. Errors or warnings are indicated by colored cells.
  19. A red cell indicates an error or imbalance has occurred that must be resolved. When the error is resolved, the cell will become clear again.

Attachment 1, Continued

  1. A yellow cell indicates potential error condition that you should evaluate to determine the proper course of action. If you choose to resolve the potential error condition, the cell will become clear again.
  2. If either color is displayed, the colored cell or one in close proximity to it will usually contain text to help you understand the situation and/or to suggest a course of action. Cells containing help text display a small red triangle in the upper right hand corner. Use the mouse to position the arrow above the cell to display the help test. If all the text is not displayed, try moving the cell toward the center of the screen.
  1. When you save a tool created in Excel:
  2. Use the File, Save Asfunction to save the file as an Excel 2002 file with an xls extension.
  3. If you want to change a file sent to you as an attachment, use the File, Save Asfunction to save the file on your hard drive before or after making the change. You will lose your changes if you simply change the attachment and save it.
  4. Establish a file naming convention to use for every file you save. The convention needs to identify the MBC, year, tool, project (for some tools), and sequence number (for some tools, ie for Coke orders). (Note: there are some restrictions on the characters that can be used in a file name.) Here are some suggested file name formats that would work well with MCS, who will also have to save copies of files you submit to them:
  1. Create a separate folder for the current fiscal year.
  2. Activity Fund Budget/Purpose (MCS-A1) – Suggested file name format = MBC Budget Purpose YYYY.xls. (i.e. GLAX Budget Purpose 2010.xls)
  3. Sales Project Potential/Summary(MCS-A2)– Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Candy Sales Project Potential 2010.xls and GLAX Candy Sales Project Summary 2010.xls)
  4. Participation Project Potential/Summary(MCS-A3)– Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Car Wash Project Potential 2010.xls and GLAX Car Wash Project Summary 2010.xls)
  5. Pay In / Receipt (MCS-A4)– Suggested file name format = MBC Pay In - Receipt YYYY.xls. (i.e. GLAX Pay In - Receipt2010.xls)

Attachment 1, Continued

  1. Drink Order - Receipt(MCS-A5) – Suggested file name format = MBC Drink Order – Receipt n - YYYY.xls, where n = the sequence number of the order for the year. (i.e. GLAX Drink Order – Receipt 1 - 2010.xls for the first order, GLAX Drink Order – Receipt 2 - 2010.xls for the second order, etc.)
  2. Requisition (MCS-A6)– Suggested file name format = MBC Vendor Requisition n - YYYY.xls, where n = the sequence number of the sequence for the year. (i.e. GLAX Kattus Requisition1 - 2010.xls for the first PO for Kattus, GLAX Kattus Requisition2 - 2010.xls for the second PO for Kattus, etc.)
  3. Financial System – Suggested file name format = MBC Financials YYYY.xls. (i.e. GLAX Financials 2010.xls).

1 of 10

Release 1.1January 14, 2010

Mason Athletic Booster AssociationPolicy # 4

Sales Project Potential / Summary

1 of 10

Release 1.1January 14, 2010

Mason Athletic Booster AssociationPolicy # 4

Sales Project Potential / Summary

1 of 10

Release 1.1January 14, 2010

Mason Athletic Booster AssociationPolicy # 4

Sales Project Potential / Summary

1 of 10

Release 1.1January 14, 2010