01Purchasing
Get purchase approval before placing an order
Attach the quote or invoice to the AF-3 Payment Request. Purchases are not processed the same day.
TimingBefore committing campus funds
Review purchase steps
CrawfordBookkeeper RundownIssue 01September 2026
This month's theme
Start with approval.
Finish with clean records.
A fast monthly guide to the deadlines, processes, and next steps that keep sponsor activity funds moving correctly.
FromMs. Martin's
Desk
Desk
The best time to ask is before the transaction.
This month, our focus is starting every activity with the right approval. Submit documents on time, confirm the process before you advertise or buy, and remember that purchases are not completed the same day. General ledgers arrive on the second Tuesday of each month and show prior-month transactions, not your available balance.
Your action board
If this applies to you, take action now.
Start with the task that matches what you need to do.
02Fundraising
Submit fundraiser requests before collecting money
Approval and a Fundraiser ID must come first. Requests may be submitted up to one year in advance.
TimingBefore promotion or sales begin
Open fundraiser portal03RevTrak
Set up online collection before accepting payments
Crawford sponsor payments are collected through RevTrak. Do not handle cash.
TimingSubmit the request 30 days before launch
Download RevTrak formProcess spotlight
Purchasing, from request to records.
One clear path. Six checkpoints. No guessing where to begin.
Define the need
Identify what you need, which account will pay, and when it is needed.
Get documentation
Obtain a quote or invoice and confirm the vendor meets the required process.
Submit the request
Complete the AF-3, attach the quote or invoice, and submit everything to Ms. Martin.
Wait for approval
Do not order or promise payment. Purchases are not processed the same day.
Place the order
After approval, place the order through the approved purchasing process.
Receive and document
Confirm the items or services were received and turn in the required records.
Real scenario · Mistake to avoid
The order was placed before the purchase was approved.
What happened
A sponsor received a quote, told the vendor to proceed, and submitted the paperwork after the order had already been placed.
The correct move
Submit the request first. Wait for approval. Then place the order using the approved process.
Bottom line: Do not create a financial commitment before approval.
Dates that matter
Plan ahead.
Avoid the rush.
Use these confirmed recurring timelines to prevent payment, contract, and collection delays.
08SEP
General ledgers issued
Ledgers show prior-month activity. They are not available balances.
15DAYS
Contract processing time
Required for contractors, venues, officials, and service providers.
30DAYS
RevTrak setup lead time
Submit the page request before the planned start date.
Quick links · Resource center
What do you need to do?
Choose your task to open the right process, form, or guide.
Approved Vendor List
Open the FBISD Master Awarded Vendor List
Approved Food Vendors
Open the current FBISD food-truck and catering resource
Add a New Vendor
Download the FBISD vendor request form
Make a Purchase
Review the steps, then download the fillable AF-3
Host a Fundraiser
Request approval and receive a Fundraiser ID
Host an Event
Reserve and coordinate campus space through Facilitron
Set Up a RevTrak Page
Download the current online page request
View All ACHS RevTrak Pages
View the Crawford High School storefront
Review Sponsor Responsibilities
Download the annual AF-10 responsibility form
Meet with Ms. Martin
Schedule a bookkeeper meeting
Tasks without a separate linkTravel: Ms. Barahona distributes and collects forms; approval is required before payment. Buses: schedule through Ms. Romero, except Athletics and Fine Arts. Refunds: request the current form from Ms. Martin. Reimbursements: not allowed as of August 20. Do not spend personal funds expecting repayment.
30sec
Sponsor check-in
Before you go, note what's coming up.
Check this guide first, identify your next activity or deadline, and schedule time with Ms. Martin if you still need help.
- I reviewed this month's rundown
- I have an activity, purchase, or deadline coming up
- I know whether I need help from Ms. Martin