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Activity Fund Procedures and Order Form

Procedure and form for an Activity Fund Purchase Order (AFPO).


Download and save the Activity Fund Order Form PDF to your computer. Email the completed form to (preferred). You may also fax the form to (505) 848-8850.

Activity Fund Order Form (PDF)

Steps to Submit an Order

Please review the following before submitting:

Step 1: Prepare the Order

  1. Make a list of warehouse stock items needed from the warehouse catalog. Prices are subject to change on a daily basis.
  2. On AFPO please include the “not to exceed amount”.
  3. IMPORTANT: Please add the bookkeeper's name and phone number.
  4. Submit the order to Materials Management at the fax or email above.

Step 2: Pay for the Order

  1. Once the order is fully approved in Lawson the warehouse clerk will fill the order and send you an invoice with the order total.
  2. Please produce a check for the exact amount on the invoice and make checks payable to "APS Board of Education".
  3. Call or email the staff member that contacts you with the invoice, as soon as the check is signed and ready.

Step 3: Receiving the Order

  1. Once the check-ready confirmation is given the order is put on the next available route for delivery.
    IMPORTANT: Orders are not delivered until Materials Management receives a check-ready confirmation.
  2. If the school decides to pick-up their order from the warehouse please refer to site pick-up procedures

This is the typical warehouse procedure, if you need special accommodation please contact our staff.