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I. OBJECTIVE
1. To provide guidelines on the proper filing of duplicate documents used for Accounting transactions or purposes
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Every supplier/lessor’s folder has corresponding documents to complete before filing. On the cover of each folder are the lists of documents required. Once the documents are complete, the payment vouchers will be stamped as PAID with the date of payment indicated. Then, it will be posted and be stamped as POSTED by the Accounting Staff. Each document is required to be scanned and saved to its folders. All transactions should be arranged from the latest down to the oldest and be summarized in a tabular form indicating the details of the transaction.
All duplicate documents will be filed in an expanded envelope per supplier/lessor/payee. For payment of utilities expenses such as rental, CUSA, electricity, water, communication and other charges, here are the following attachments in order (all attachments are duplicate/photocopy):
a) Payment Voucher (PV) – must have four (4) signatories:
• Prepared By – signed by the Accounting Staff
• Verified By – signed by the Accounting Officer
• Approved By – signed by the Chief Executive Officer
• Received By – signed by the authorized Agent/Collector
b) Official Receipt (OR) / Acknowledgement Receipt (AR) / Provisional Receipt (PR) / Check Deposit Slip (if deposited in a bank and serves as a proof of bank validation)
c) Statement of Account (SOA) / Billing Statement (BS)
For purchase of merchandise to suppliers, here are the following attachments in order (all attachments are duplicate/photocopy):
a) Payment Voucher (PV) – must have four (4) signatories:
• Prepared By – signed by the Accounting Staff
• Verified By – signed by the Accounting Officer
• Approved By – signed by the Chief Executive Officer
• Received By – signed by the authorized Agent/Collector
b) Official Receipt (OR) / Acknowledgement Receipt (AR) / Provisional Receipt (PR)
c) Sales Invoice (SI) / Delivery Receipt (DR) / Counter Receipt (if any)
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Acknowledgement Receipt (AR)
2. Billing Statement (BS)
3. Check Deposit Slip
4. Counter Receipt
5. Delivery Receipt (DR)
6. Official Receipt (OR)
7. Purchase Order (PO)
8. Payment Voucher (PV)
9. Provisional Receipt (PR)
10. Requisition Slip (RS)
11. Sales Invoice (SI)
12. Statement of Account (SOA)
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