Page History

Golf Head Pro:  Responsible for placing orders, monitoring inventory levels and updating inventory counts in the Club Profit System each month as product is sold or physical inventory is completed.  Reviews any pricing or delivery discrepancies and addresses with vendors.  Provides pricing updates to the Ticket Office Staff for updating vivenu.  Maintains security of storage facility where larger inventory items are stored.

Asst. Golf Professional:  Receives product at the store, verifies item counts and pricing on orders.  Identifies items for return to vendors (damaged, wrong item, etc.) and manages the return process.  Places inventory on the selling floor.  Performs inventory counts for semi-annual inventory.

Pro Shop Staff:  Assist in completing inventory counts, records sales in the vivenu POS system.  Monitors inventory on the sales floor.

Ticket Office Staff: Update selling prices in vivenu POS system as directed by Golf Head Pro.

Financial Transaction Center (FTC):  Responsible for processing vendor invoices and credits timely and recording inventory adjustment entries.

• vivenu POS system
• Club Profit System entries
• Kuali Financial System
• Invoices, credits, returns and packing slips from vendors

• vivenu POS System
• Club Profit Inventory Tracking System
• Kuali Financial System (KFS)
• OAS Reporting Dashboard (KDW)

1. Credits and returns can make tracking and reconciliation challenging.
2. Physical inventory counts could contain errors.
3. Pricing issues may exist in item records in Club Profit due to manual entry.

Ordering Product:

1. The Golf Head Pro places an order(s) for items in the fall for delivery in the spring.
2. If orders exceed establish buying limit of $10K, orders are directed to a secondary approver (Matt Baughan ; jmb72@cornell.edu [Buyer]; Jeff Hall; jwh33@cornell.edu [Primary Approver], Department GM).
3. When orders are delivered, the Asst. Golf Professional counts the items received to ensure accuracy of item SKU, pricing, and counts.
4. Golf Head Pro enters quantities received in the Club Profit System to update inventory on hand.
5. If PO does not match order as received, Asst. Golf Professional contacts vendor directly. to request an adjustment or credit memo. Credit invoices are sent to Golf Head Pro, and the credit is applied against the next invoice.  If a credit is expected and it is not reflected on the next invoice, the Golf Head Pro contacts the vendor for a corrected invoice.
6. Vendor bills the Golf Pro Shop and submits invoice to the SSC for payment.
7. SSC team verifies 3-way match of vendor invoices to the receiving documents and PO in KFS and processes invoices for payment.

Annual Physical Inventory Count:

1. Golf Head Pro prints the count inventory sheets from the Club Profit System to be used to conduct the physical inventory counts.
2. Golf Professional counts the physical inventory in the store and the storage location and updates the count inventory sheets.
3. Golf Head Pro updates the Club Profit System with inventory count amounts.
4. Variances are reported to Athletics finance team and recounts are done to verify differences and confirm an error was not made on the physical count.
5. Once final, the Golf Head Pro scans the inventory count sheets and the inventory on hand reports and sends to the SSC for recording any adjustments in the GL.

Shared Services Center (SSC):

1. The SSC compares the manual count inventory sheets by supplier to the Inventory on Hand reports to check for discrepancies.
2. If variances are identified, the SSC contacts the Golf Head Pro for resolution.
3. COS is calculated in an Excel file by the SSC staff due to Golf having two separate systems for sales and inventory.
4. The SSC records the inventory adjustment to COS in the KFS general ledger.

Cornell Finance Staff

• Monitor inventory values, adjustments and fluctuations to identify possible fraud
• Monitor inventory value on hand to ensure inventory is being managed appropriately (is value on-hand consistent with best practices).
• Monitor inventory turns to identify slow moving merchandise that may need to be eliminated from the inventory portfolio.
• Monitor Pro Shop profits/losses to identify any changes.

• KFS – Kuali Financial System
• OAS – Oracle Analytics Server, financial reporting tool (formerly known as OBIEE)
• GL – General Ledger
• SSC – Shared Services Center that processes financial transactions for Athletics