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I. OBJECTIVE
1. To provide guidelines on the procedure of processing of bills received by the Accounting
II. DEFINITION OF TERMS
1. Bills – refers to billing statements (BS) or statement of accounts (SOA) received from the company’s lessors and other third-party entities that have served or provided their goods and/or service/s to the company
III. GENERAL POLICIES
The following are the steps in processing the billings received:
STEP 1
1) Determine the Landlord/Outlet/Supplier
2) Validate
a. Electric Bill/ Water Bill from outlet
• Validate versus the weekly meter reading from the outlet
• Compare with previous usage (KWH or Cu. Ft.)
* Should there be more than 5% increase or decrease, an Incident Report (IR) should be acquired from the proper personnel in-charge of the outlet explaining the cause of increase or decrease
b. Electric Bill/ Water Bill for head office
• Compare with previous usage (KWH or Cu. Ft.)
* Should there be more than 5% increase or decrease, an Incident Report (IR) should be acquired from the proper personnel in-charge (Commissary Head/ HR) explaining the cause of increase or decrease
c. Rentals
• Percentage Based (SM or other malls)
* Verify computation and sales amount from operations
• Fixed Rental
* Verify rental rate
• Less the 5% Rental Withholding Tax if there are VAT (or as applicable)
• Check for penalty/ interest and determine validity else inquire landlord’s accounting for clarification
• Verify other abnormal/unusual charges
• Merchandise
* Verify the actual received of goods from Profit Center Staff (PCS)
* Should be stamped and signed by the corresponding PCS checker
STEP 2
2.1 For Rentals and Utilities
1) Go to Quorus => Inventory Management (IM) => Transaction
a. Purchase Order
• Supplier Code
• Insert/Add Details
• Company (choose the name of the company)
• Internal Remarks (for utilities, insert the present and previous reading, consumption, rate if available, and percentage of increase or decrease of the consumption)
• External Remarks (insert outlet, details of the payment and period covered)
• Save and get the PO number
* Make sure that the net amount is the same as the amount indicated in the SOA/BS
• Have the PO posted by the authorized officer
* Posting of PO will be made everyday from 8:00-11:00am except for urgent transactions
• Print the PO and have it signed by the following:
* Prepared by: the one who prepared the PO
* Approved by: the authorized officer
b. Receiving
• Supplier Code
• Location
• Ref. Doc. Date (date of SOA/BS)
• Ref. Doc. No. (SOA/BS number)
• Doc. Date (date of receiving)
• Extract Detail (right click)
• Insert/Add Details (select the PO to be received)
• Save, Post and Get the Receiving Number
2) Go to Quorus => Accounts Payable (AP) => Transaction
a. Invoice Receipt
• Supplier Code
• Extract Detail (right click)
• Select the right PO
• Ref. Doc. No. (SOA/BS number)
• Particulars (details of payment)
• Save, Post and Get the Invoice Number
b. Payment Voucher
• Supplier Code
• Supplier Description (indicate outlet and brand)
• Particulars (details of payment)
• Check Amount
• Check Bank (BDO)
* Account Number (004708006048)
• Ref. Check No.
• Check Date
• Save and Print (2 copies)
2.2 For Merchandise
a. Delivery to Warehouse
• Duplicate copy of Delivery Receipt (DR)
* DR must be stamped with “RECEIVED” by the warehouseman, indicating therein his printed name over signature and the date of receipt of goods/services
• The authorized personnel will enter the transaction in the Q-erp system
• Documents will be forwarded directly to Accounting Department indicating the PO and receiving numbers for the verification and processing of payments
b. Delivery to Commissary
• Duplicate copy of Delivery Receipt (DR)
* DR must be stamped with “RECEIVED” by the warehouseman, indicating therein his printed name over signature and the date of receipt of goods/services
• Documents will be forwarded to Purchasing Department
• Documents will be forwarded directly to Accounting Department indicating the PO and receiving numbers for the verification and processing of payments
1) Go to Quorus => Accounts Payable (AP) => Transaction
a. Invoice Receipt
• Supplier Code
• Extract Detail (right click)
• Select the right PO
• Ref. Doc. No. (SOA/BS number)
• Particulars (details of payment)
• Save, Post and Get the Invoice Number
b. Payment Voucher
• Supplier Code
• Supplier Description (indicate outlet and brand)
• Particulars (details of payment)
• Check Amount
• Check Bank (BDO)
* Account Number (004708006048)
• Ref. Check No.
• Check Date
• Save and Print (2 copies)
STEP 3
Let the Validator validate the documents
STEP 4
Have the checks signed
STEP 5
1) Release the checks
2) Fill-out the check releasing logbook
a. If for Deposit:
• File the deposit slip
• Wait for the Original Receipt (OR)/ Acknowledgement Receipt (AR) from landlord/ supplier
b. If via messenger payment on the accounting of landlord/supplier:
• Print “Acknowledgement Receipt” form to be filled-out by the landlord/supplier in lieu of OR or Sales Invoice (SI)
• Payment Voucher (PV) should be signed by the receiver of payment
• Verify and acknowledge the receipt of the AR/OR/SI and PV
c. If via messenger to service crew of the outlet:
• Print “Receiving Copy” to be signed by the crew
• Print “Acknowledgement Receipt” form to be filled-out by the landlord/supplier in lieu of OR or SI
• PV should be signed by the receiver of payment
• Verify receipt of “Receiving Copy” from crew
• Verify and acknowledge the receipt of the AR/OR/SI and PV
STEP 6
1) Go to Quorus => Inventory Module => Transaction => Payment Voucher Window
2) Retrieve the PV Number
3) Post by maker
STEP 7
1) Go to Quorus => Inventory Module => Transaction => Payment Voucher Disbursement (PVD) Window
2) Create item
3) Choose the PV Number
4) Input details => “Received By”, “Date Received”
5) Post (by maker)
6) Write the PVD number on the SOA for traceability
STEP 8
Stamp paid on SOA
STEP 9
File. (see documents on proper filing procedures)
IV. PROCEDURE FLOWCHART
Flowchart Title
Processing of Bills
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Acknowledgement Receipt (AR)
2. Incident Report (IR)
3. Original Receipt (OR)
4. Payment Voucher (PV)
5. Sales Invoice (SI)
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