Let me preempt this by saying I am _NOT_ an expert at this tool but you guys should check out
http://docs.google.com. You can put up a shared spreadsheet to track all of this stuff. I'm not sure how much control you have over it, but I know it's a very popular tool and worth the time for somebody to look at.
I was so exicted when I first read about the pay-it-forward program on the site a while back and so dissapointed when I didn't hear about it again. I'd be interested although my tank space is starting to get sparce.
I only have one question...How do we know what to buy up front? In other words...how do we know what is desirable and where to get it?