AEMA END OF COURSE EXAM 2025/2026 QUESTIONS
AND ANSWERS GRADED A+
✔✔Inventory Step of the Ordering Process - ✔✔Knowing how much and where your
product is located, and also equipment and gear that is being repaired and
reconditioned.
✔✔Inventory - ✔✔The sum of all goods belonging to you team or institution for which
you are responsible for. This includes records you keep about equipment repair and
also reconditioning.
✔✔Procurement Step of the Purchasing Process - ✔✔The act of obtaining or
purchasing goods and services
✔✔Initiation Step of the Purchasing Process - ✔✔A request is made for product after
inventory is done and a need is identified.
✔✔Review of Request Step in the Purchasing Process - ✔✔The proper people will
either approve or reject the request after consideration
✔✔Review of Purchasing Decision-Making Priorities Step in the Purchasing Process -
✔✔Selecting the right supplier, taking advantage of legitimate discounts while taking
into consideration of the standardization of the school issued items being used by
multiple sports teams
✔✔Preparation of specifications and bids Step of the Purchasing Process - ✔✔When
bids are submitted by contractors or vendors and are reviewed, resulting in a decision to
choose a vendor that fulfills the needs
✔✔Issue of Purchase Order to Supplier Step of the Purchasing Process - ✔✔After the
bids have been awarded, the purchasing agents prepared specific recommendations for
approval. Once approved, a purchase order is issued that fulfills the requirements.
✔✔Tracking the Purchase step of the Purchasing Process - ✔✔Track the order to make
sure it will be received on time. If there are any issues, contact the vendor.
✔✔Central Receiving Step of the Purchasing Process - ✔✔They are responsible for
receiving the goods, signing for them, and recording the incoming goods. Receipts are
important and also making prompt allocation to the appropriate department.
✔✔Documentation of Order Step of the Purchasing Process - ✔✔Records showing that
the order was received and also correct numbers were shipped.
,✔✔Inventory - ✔✔Should be done after the end of the season, and also just before the
ordering of equipment for next season. Important to do a very detailed inventory
process so you can save money and avoid carrying too much product
✔✔Factors that play a part in a timely delivery of goods - ✔✔1. Overseas products
2. Increased in demand
3. Greater desire for customized product
(important to order equipment early enough so that you can add it to your inventory,
label it, and issue it BEFORE the start of the season)
✔✔When to order for Fall Sports - ✔✔March 1st
✔✔When to order for Winter Sports - ✔✔June 1st
✔✔When to order for Spring Sports - ✔✔October 1st
✔✔Formal Bids - ✔✔Bids that require public advertising and public opening and are
rewarded to the lowest responsible bidder
✔✔Informal Bids - ✔✔Bids that are less important, used if dollar amounts are small.
Can be made over the phone or written quote
✔✔When should bids be sent out? - ✔✔Right after your end of the season inventory is
done and a need for the equipment is established
✔✔Factors when ordering custom items - ✔✔-Receive samples to help fit the athlete
before ordering sizes
-Order extras, such as blank jerseys in all sizes
✔✔Purchase Order - ✔✔Document that spells out exactly what the seller will provide
and serves as a contract between the school and the vendor.
✔✔Benefits of an electronic Purchase Order - ✔✔-Faster
-More efficient record keeping
-Also gives the business manager better control over who is ordering items
✔✔Free on Board (FOB) - ✔✔Cost of shipping is payed for by the seller
✔✔Benefits of Credit Card Purchases - ✔✔-Creates a more streamlined process
-Eliminates hours of paperwork
-Reduces cost
-Improved access and communication
, -Creates paper trail
-Must assume security risk
✔✔Manufacturer Contracts - ✔✔A contract between the institution and the
manufacturer for supplying product. Is attractive because of the online ordering system,
and creates an internal record for both parties.
✔✔Tracking the purchase order - ✔✔Once the order has been placed, the individual
who placed the order is responsible for ensuring a timely and proper delivery of the
goods.
✔✔Most issues that arise with shipping? - ✔✔1. Back ordered items
2. Shipping problems
✔✔Central Receiving - ✔✔Make sure the items shipped match the packing slip AND
ALSO the purchase order form. This includes counting the contents of the box as early
as possible in order to make corrections.
✔✔Documentation of Order - ✔✔Hard or electronic copy of order. Examples include
adding packing slips to the records. This helps with the re-ording process as well.
✔✔Is accepting gifts from vendors ethical? - ✔✔NO, this includes free meals, sporting
tickets, personal items of value and cash or money equivalents.
✔✔Distributive Negotiation - ✔✔A type of negotiation that sees one side gaining only
when the other side loses
EX: Car buying; since every dollar a buyer saves is one less dollar the seller receives.
✔✔Negotiation - ✔✔A way for two parties to reach mutually agreeable terms
(Important when it comes to EQ managers in the PROCUREMENT step)
✔✔Integrative Negotiation - ✔✔"Win-Win", benefits both sides, most common with
Equipment Managers
EX: When a vendor offers deep discounts because a demand for their product will
increase when a team uses it.
EX: When a school chooses to pay more for an item, in return for expedited
manufacturing and shipping timelines.
✔✔Most Important Factors to Consider when Determining Priorities - ✔✔1. Budget: how
much money you have to work with
AND ANSWERS GRADED A+
✔✔Inventory Step of the Ordering Process - ✔✔Knowing how much and where your
product is located, and also equipment and gear that is being repaired and
reconditioned.
✔✔Inventory - ✔✔The sum of all goods belonging to you team or institution for which
you are responsible for. This includes records you keep about equipment repair and
also reconditioning.
✔✔Procurement Step of the Purchasing Process - ✔✔The act of obtaining or
purchasing goods and services
✔✔Initiation Step of the Purchasing Process - ✔✔A request is made for product after
inventory is done and a need is identified.
✔✔Review of Request Step in the Purchasing Process - ✔✔The proper people will
either approve or reject the request after consideration
✔✔Review of Purchasing Decision-Making Priorities Step in the Purchasing Process -
✔✔Selecting the right supplier, taking advantage of legitimate discounts while taking
into consideration of the standardization of the school issued items being used by
multiple sports teams
✔✔Preparation of specifications and bids Step of the Purchasing Process - ✔✔When
bids are submitted by contractors or vendors and are reviewed, resulting in a decision to
choose a vendor that fulfills the needs
✔✔Issue of Purchase Order to Supplier Step of the Purchasing Process - ✔✔After the
bids have been awarded, the purchasing agents prepared specific recommendations for
approval. Once approved, a purchase order is issued that fulfills the requirements.
✔✔Tracking the Purchase step of the Purchasing Process - ✔✔Track the order to make
sure it will be received on time. If there are any issues, contact the vendor.
✔✔Central Receiving Step of the Purchasing Process - ✔✔They are responsible for
receiving the goods, signing for them, and recording the incoming goods. Receipts are
important and also making prompt allocation to the appropriate department.
✔✔Documentation of Order Step of the Purchasing Process - ✔✔Records showing that
the order was received and also correct numbers were shipped.
,✔✔Inventory - ✔✔Should be done after the end of the season, and also just before the
ordering of equipment for next season. Important to do a very detailed inventory
process so you can save money and avoid carrying too much product
✔✔Factors that play a part in a timely delivery of goods - ✔✔1. Overseas products
2. Increased in demand
3. Greater desire for customized product
(important to order equipment early enough so that you can add it to your inventory,
label it, and issue it BEFORE the start of the season)
✔✔When to order for Fall Sports - ✔✔March 1st
✔✔When to order for Winter Sports - ✔✔June 1st
✔✔When to order for Spring Sports - ✔✔October 1st
✔✔Formal Bids - ✔✔Bids that require public advertising and public opening and are
rewarded to the lowest responsible bidder
✔✔Informal Bids - ✔✔Bids that are less important, used if dollar amounts are small.
Can be made over the phone or written quote
✔✔When should bids be sent out? - ✔✔Right after your end of the season inventory is
done and a need for the equipment is established
✔✔Factors when ordering custom items - ✔✔-Receive samples to help fit the athlete
before ordering sizes
-Order extras, such as blank jerseys in all sizes
✔✔Purchase Order - ✔✔Document that spells out exactly what the seller will provide
and serves as a contract between the school and the vendor.
✔✔Benefits of an electronic Purchase Order - ✔✔-Faster
-More efficient record keeping
-Also gives the business manager better control over who is ordering items
✔✔Free on Board (FOB) - ✔✔Cost of shipping is payed for by the seller
✔✔Benefits of Credit Card Purchases - ✔✔-Creates a more streamlined process
-Eliminates hours of paperwork
-Reduces cost
-Improved access and communication
, -Creates paper trail
-Must assume security risk
✔✔Manufacturer Contracts - ✔✔A contract between the institution and the
manufacturer for supplying product. Is attractive because of the online ordering system,
and creates an internal record for both parties.
✔✔Tracking the purchase order - ✔✔Once the order has been placed, the individual
who placed the order is responsible for ensuring a timely and proper delivery of the
goods.
✔✔Most issues that arise with shipping? - ✔✔1. Back ordered items
2. Shipping problems
✔✔Central Receiving - ✔✔Make sure the items shipped match the packing slip AND
ALSO the purchase order form. This includes counting the contents of the box as early
as possible in order to make corrections.
✔✔Documentation of Order - ✔✔Hard or electronic copy of order. Examples include
adding packing slips to the records. This helps with the re-ording process as well.
✔✔Is accepting gifts from vendors ethical? - ✔✔NO, this includes free meals, sporting
tickets, personal items of value and cash or money equivalents.
✔✔Distributive Negotiation - ✔✔A type of negotiation that sees one side gaining only
when the other side loses
EX: Car buying; since every dollar a buyer saves is one less dollar the seller receives.
✔✔Negotiation - ✔✔A way for two parties to reach mutually agreeable terms
(Important when it comes to EQ managers in the PROCUREMENT step)
✔✔Integrative Negotiation - ✔✔"Win-Win", benefits both sides, most common with
Equipment Managers
EX: When a vendor offers deep discounts because a demand for their product will
increase when a team uses it.
EX: When a school chooses to pay more for an item, in return for expedited
manufacturing and shipping timelines.
✔✔Most Important Factors to Consider when Determining Priorities - ✔✔1. Budget: how
much money you have to work with
