AEMA COMPREHENSIVE EXAM 2025/2026 QUESTIONS
AND ANSWERS GRADED A+
✔✔*Receiving Process - ✔✔Once the product has been received, the inventory should
be reconciled with orders placed. Hand counts should be made upon delivery to ensure
that he amount of product matches up to packing slips. Packing slips should then be
attached to orders for a clear record of complete orders.
✔✔*Inventory Process - ✔✔Inventory is the sum of all goods belonging to your team or
institution for which you are responsible.
***Keep in mind that the inventory process is more than simply counting what you have
and knowing where it is or to whom it has been assigned. The records you keep should
also include notes about equipment activity, such as repairs and reconditioning, which
will enable you to identify usage patterns and lifespan.
✔✔Purchasing Process - ✔✔
✔✔*Procurement - ✔✔The act of obtaining or purchasing goods and services.
-value analysis research and selection, price negotiation, and inventory control.
✔✔*Initiation: - ✔✔The available stock is inventoried, identifying the need for
equipment. A request is then made for equipment to fulfill, supplement, or imporve the
program's inventory.
✔✔*Review of Requests - ✔✔The proper people will either approve or reject requests
after careful consideration of the program's needs.
✔✔*Review of purchasing decision-making priorities: - ✔✔Selecting the right supplier,
taking advantage of legitimate discounts. Take into consideration the standardization of
the school-issued items being used by multiple sports teams.
✔✔*Preparation of specifications and bids: - ✔✔Contractors or vendors must submit
their bids on or before the stated deadline. They are reviewed and the order is awarded
to the bidder that best fulfills the needs of the institution.
✔✔*Issue of Purchase order to supplier: - ✔✔After the bids have been evaluated and
awarded, the purchasing agent prepares specific recommendations for approval. After
approval, a purchase order is issued that fulfills the requirements.
✔✔*Tracking purchase order: - ✔✔If any issues, contact the vendor. Continue to make
inquiries periodically until the items are received.
✔✔*Central receiving: - ✔✔Is responsible for receiving incoming goods; signing and
checking the carrier's delivery notice; identifying and recording incoming goods;
,reporting receipt to purchasing inventory control, and quality control personnel; and
making prompt allocation to the appropriate department.
✔✔*Documentation of order: - ✔✔Records should be kept for receiving of items.
✔✔Helpful Hints to Aid in inventory process - ✔✔1. Hang all numbered items, such as
jerseys, jackets, and warmups. This makes it easier to store these items as well as
locate and examine them. It also helps in counting, checking numbers, and making
repair decisions.
2. Group similar items together; Helmets (hang on a helmet tree or on wall hooks
according to size and style), Shoulder pads (hang on a rack according to sport, type and
size), Accessory pads (pair and stack or bag sets of pads),
3. Cloth items that cannot be hung, such as shorts, tees, girdles, pants, fold with the fold
facing out ad tack according to size and style
4. Shoes; box new shoes and stack them according to size and style
5. Separate all equipment repair items, such as screws, hangers, buckles, laces, and
straps.
-****Customize to your needs
✔✔*Inventory - ✔✔Before contemplating the purchase of any item, the need should be
established and justified. This starts with a detailed inventory of what is in stock.
-Should be itemized and should include the quantity and quality of the equipment.
-***Inventory should be conducted at the END of a sport season and just prior the
ordering equipment for the following season.
-Items should be conducted in a meticulous manner and should be counted and totals
recorded in categories depicting the condition of the equipment (New, good, and poor)
✔✔Factors play a part in guaranteeing a timely delivery - ✔✔-Overseas products
-increased demand
-greater desire for customization
-It is important to order equipment early enough that you can add it to the inventory,
label it, and make it ready for issuing BEFORE THE START OF THE SEASON
✔✔Challenges to ordering equipment - ✔✔1. Pre-fiscal year budget approval
✔✔***Timeline for ordering per season - ✔✔Fall sports: March 1st
Winter sports: June 1st
Spring sports: October 1st
,✔✔Decision Making Strategies - ✔✔Most common strategies for basic purchasing
policies
✔✔*Standardization of Equipment - ✔✔School colors, travel bags, warm ups, sideline
jackets, sweats. This makes it easier for reordering and equipment control is much more
efficient.
-Also, when a certain type of ball is standardized for athletics, physical ed, recreation,
and intramural's, it is possible to take advantage of quantity discounts when purchasing.
✔✔*Quality Merchandise - ✔✔Best policy is to purchase better quality or grades of
equipment.
-**When considering a new company, ask for samples for testing because if the
company has confidence in their product, they will allow field testing.
-Also talk with colleagues at another institution.
✔✔*Formal Bids - ✔✔Require public advertising and public opening and are awarded to
the lowest responsible bidder
✔✔*Purchasing from Reputable Suppliers - ✔✔-Considering the following qualities in a
supplier is helpful:
1. Supplier having knowledge of the purchasing goals of the institution and receptive to
that process
2. Quality and reliable service provided by the supplier
3. An ethical reputation from the supplier
4. Strong financial stability from the supplier's company
5. Technological advanced supplier
✔✔*Utilizing discounts - ✔✔1. Quantity discounts based on the size of the order
2. Discounts for placing orders early in the buying schedule
3. Close-out discount offered at the end of the year on items that haven't sold well
4. Promotional discounts, such as receiving free items for wearing a certain brand
5. Blemish discounts for buying marred or slightly defective equipment
6. Trade discounts offered by manufactures of certain items
✔✔*Bids and Specifications - ✔✔The bidding process will provide the highest quality of
product with the best service at the best price.
✔✔*Informal Bids - ✔✔Can be made over the phone or written quote, preferably the
latter. They are usually used if the dollar amount is small.
-*include the quantity, model number, brand, color, size, and any other specific
information about a product.
, -Bids should be sent out as soon as a need for products can be established, which will
depend to a large extent on your end-of-season inventory. For example, if your soccer
season ends in late November, your bid requests should be completed in mid-January
and the central purchasing would document and distribute the bids by early February.
✔✔*Attributes to consider when evaluating suppliers - ✔✔-Delivers on time
-Provides consistent quality
-Offers a good price
-Has a stable background
-Provides a good service back-up
-Is responsive to the school's needs
-Keeps it promises
-Provides technical support
-Keeps the buyer informed on progress
✔✔*Options for placing the order - ✔✔1. Purchase Order
2. Credit Card purchases
3. Manufacturer Contracts
✔✔*Questions to consider DURING the bidding Process - ✔✔-Is it safe? National
Operating Committee on Standards for Athletic Equipment (NOCSAE). This committee
is a very unique committee from all backgrounds of sports that have joined to arrive at a
common goal of improving athletic equipment. A NOCSAE certification should be
required for any equipment
-How is the quality? A company that has been supplying a product for a long time can
be considered an established company. An established company will also service the
equipment it sells. **When purchasing equipment from a new company, be sure that
you are receiving the same quality that established companies offer.
-Has it been tested in use? Check with other schools that have used the equipment in
question. Ask for examples and conduct your own field-test, and check for a seal that
would indicate that the equipment has been tested by NOCSAE.
-Is it guaranteed? This will usually be stated in the purchasing agreement. When
purchasing a new product from a young company, it is a good idea to ask for a written
guarantee.
-Will replacements be available later? Not really a problem, but when CUSTOM items
are being purchased, it is a good policy to order extras to serve as replacements for lost
or damaged items. When ordering numbered uniforms, it is a good policy to order extra
blank in each size. When purchasing equipment that will need to be replaced, it is a
good policy to buy from an established manufacturer to ensure replacement items will
be available.
AND ANSWERS GRADED A+
✔✔*Receiving Process - ✔✔Once the product has been received, the inventory should
be reconciled with orders placed. Hand counts should be made upon delivery to ensure
that he amount of product matches up to packing slips. Packing slips should then be
attached to orders for a clear record of complete orders.
✔✔*Inventory Process - ✔✔Inventory is the sum of all goods belonging to your team or
institution for which you are responsible.
***Keep in mind that the inventory process is more than simply counting what you have
and knowing where it is or to whom it has been assigned. The records you keep should
also include notes about equipment activity, such as repairs and reconditioning, which
will enable you to identify usage patterns and lifespan.
✔✔Purchasing Process - ✔✔
✔✔*Procurement - ✔✔The act of obtaining or purchasing goods and services.
-value analysis research and selection, price negotiation, and inventory control.
✔✔*Initiation: - ✔✔The available stock is inventoried, identifying the need for
equipment. A request is then made for equipment to fulfill, supplement, or imporve the
program's inventory.
✔✔*Review of Requests - ✔✔The proper people will either approve or reject requests
after careful consideration of the program's needs.
✔✔*Review of purchasing decision-making priorities: - ✔✔Selecting the right supplier,
taking advantage of legitimate discounts. Take into consideration the standardization of
the school-issued items being used by multiple sports teams.
✔✔*Preparation of specifications and bids: - ✔✔Contractors or vendors must submit
their bids on or before the stated deadline. They are reviewed and the order is awarded
to the bidder that best fulfills the needs of the institution.
✔✔*Issue of Purchase order to supplier: - ✔✔After the bids have been evaluated and
awarded, the purchasing agent prepares specific recommendations for approval. After
approval, a purchase order is issued that fulfills the requirements.
✔✔*Tracking purchase order: - ✔✔If any issues, contact the vendor. Continue to make
inquiries periodically until the items are received.
✔✔*Central receiving: - ✔✔Is responsible for receiving incoming goods; signing and
checking the carrier's delivery notice; identifying and recording incoming goods;
,reporting receipt to purchasing inventory control, and quality control personnel; and
making prompt allocation to the appropriate department.
✔✔*Documentation of order: - ✔✔Records should be kept for receiving of items.
✔✔Helpful Hints to Aid in inventory process - ✔✔1. Hang all numbered items, such as
jerseys, jackets, and warmups. This makes it easier to store these items as well as
locate and examine them. It also helps in counting, checking numbers, and making
repair decisions.
2. Group similar items together; Helmets (hang on a helmet tree or on wall hooks
according to size and style), Shoulder pads (hang on a rack according to sport, type and
size), Accessory pads (pair and stack or bag sets of pads),
3. Cloth items that cannot be hung, such as shorts, tees, girdles, pants, fold with the fold
facing out ad tack according to size and style
4. Shoes; box new shoes and stack them according to size and style
5. Separate all equipment repair items, such as screws, hangers, buckles, laces, and
straps.
-****Customize to your needs
✔✔*Inventory - ✔✔Before contemplating the purchase of any item, the need should be
established and justified. This starts with a detailed inventory of what is in stock.
-Should be itemized and should include the quantity and quality of the equipment.
-***Inventory should be conducted at the END of a sport season and just prior the
ordering equipment for the following season.
-Items should be conducted in a meticulous manner and should be counted and totals
recorded in categories depicting the condition of the equipment (New, good, and poor)
✔✔Factors play a part in guaranteeing a timely delivery - ✔✔-Overseas products
-increased demand
-greater desire for customization
-It is important to order equipment early enough that you can add it to the inventory,
label it, and make it ready for issuing BEFORE THE START OF THE SEASON
✔✔Challenges to ordering equipment - ✔✔1. Pre-fiscal year budget approval
✔✔***Timeline for ordering per season - ✔✔Fall sports: March 1st
Winter sports: June 1st
Spring sports: October 1st
,✔✔Decision Making Strategies - ✔✔Most common strategies for basic purchasing
policies
✔✔*Standardization of Equipment - ✔✔School colors, travel bags, warm ups, sideline
jackets, sweats. This makes it easier for reordering and equipment control is much more
efficient.
-Also, when a certain type of ball is standardized for athletics, physical ed, recreation,
and intramural's, it is possible to take advantage of quantity discounts when purchasing.
✔✔*Quality Merchandise - ✔✔Best policy is to purchase better quality or grades of
equipment.
-**When considering a new company, ask for samples for testing because if the
company has confidence in their product, they will allow field testing.
-Also talk with colleagues at another institution.
✔✔*Formal Bids - ✔✔Require public advertising and public opening and are awarded to
the lowest responsible bidder
✔✔*Purchasing from Reputable Suppliers - ✔✔-Considering the following qualities in a
supplier is helpful:
1. Supplier having knowledge of the purchasing goals of the institution and receptive to
that process
2. Quality and reliable service provided by the supplier
3. An ethical reputation from the supplier
4. Strong financial stability from the supplier's company
5. Technological advanced supplier
✔✔*Utilizing discounts - ✔✔1. Quantity discounts based on the size of the order
2. Discounts for placing orders early in the buying schedule
3. Close-out discount offered at the end of the year on items that haven't sold well
4. Promotional discounts, such as receiving free items for wearing a certain brand
5. Blemish discounts for buying marred or slightly defective equipment
6. Trade discounts offered by manufactures of certain items
✔✔*Bids and Specifications - ✔✔The bidding process will provide the highest quality of
product with the best service at the best price.
✔✔*Informal Bids - ✔✔Can be made over the phone or written quote, preferably the
latter. They are usually used if the dollar amount is small.
-*include the quantity, model number, brand, color, size, and any other specific
information about a product.
, -Bids should be sent out as soon as a need for products can be established, which will
depend to a large extent on your end-of-season inventory. For example, if your soccer
season ends in late November, your bid requests should be completed in mid-January
and the central purchasing would document and distribute the bids by early February.
✔✔*Attributes to consider when evaluating suppliers - ✔✔-Delivers on time
-Provides consistent quality
-Offers a good price
-Has a stable background
-Provides a good service back-up
-Is responsive to the school's needs
-Keeps it promises
-Provides technical support
-Keeps the buyer informed on progress
✔✔*Options for placing the order - ✔✔1. Purchase Order
2. Credit Card purchases
3. Manufacturer Contracts
✔✔*Questions to consider DURING the bidding Process - ✔✔-Is it safe? National
Operating Committee on Standards for Athletic Equipment (NOCSAE). This committee
is a very unique committee from all backgrounds of sports that have joined to arrive at a
common goal of improving athletic equipment. A NOCSAE certification should be
required for any equipment
-How is the quality? A company that has been supplying a product for a long time can
be considered an established company. An established company will also service the
equipment it sells. **When purchasing equipment from a new company, be sure that
you are receiving the same quality that established companies offer.
-Has it been tested in use? Check with other schools that have used the equipment in
question. Ask for examples and conduct your own field-test, and check for a seal that
would indicate that the equipment has been tested by NOCSAE.
-Is it guaranteed? This will usually be stated in the purchasing agreement. When
purchasing a new product from a young company, it is a good idea to ask for a written
guarantee.
-Will replacements be available later? Not really a problem, but when CUSTOM items
are being purchased, it is a good policy to order extras to serve as replacements for lost
or damaged items. When ordering numbered uniforms, it is a good policy to order extra
blank in each size. When purchasing equipment that will need to be replaced, it is a
good policy to buy from an established manufacturer to ensure replacement items will
be available.
