[DonRotolo]

We use Google Docs to keep track of purchases, and store receipt images there as well.

One person is the purchasing agent, and places all orders. The head coach is the agent's deputy in case he's unavailable. The PA verifies we don't already have the requested item(s), and tries to locate better pricing. McMaster is convenient but expensive...

A coach puts everything on his credit card, and the spreadsheet and images are used to request reimbursement from the school.

Next year, we also want to implement the position of receiving clerk. This person checks in all received orders, follows up when there are problems (underage, overage, order not received, etc), and keeps students accountable for received items they use.