Exercise 6-2

Objective: To be able to determine and prepare the required records or forms in the purchase,
receipt and issue of purchased or donated supplies and materials to SK Officials.

Allotted Time:

Group Work 30 minutes

Presentation 10 minutes

Instructions:
1. Read the cases provided below. Prepare the records or forms required for each case.
2. This is a group activity.
3. Assign a reporter per group to present the answer.
Cases:
1. On January 7, 2019, Ricardo B. Dalisay, one of the SK officials of Barangay San
Francisco, Quezon City prepared purchase request (PR) for the following office
supplies upon receipt of the returned Requisition and Issue Slip (RIS) by the SK
Treasurer due to unavailability of stocks:

Description Unit of Qty Unit Cost Estimated

Measure Budget
Folder, piece 15 7.00 105.00
Standard/A-4
Paper, Bond, ream 20 104.00 2,080.00
Standard/A-4
Toner, TN 3370, piece 2 6,430.00 12,860
6180DW Super
High Yield
Total 15, 045.00

The office supplies are for the official use of the SK Barangay of San Francisco.
Based on the PR approved by the SK Chairperson, Lucas A. Cabrera on January 10,
2019 and after accomplishing all the required procedures on procurement, Jade C.
Flores, SK Treasurer, prepared purchase order (PO) for the purchase of office supplies
on January 11, 2019 with the following details:
Supplier: Office Solutions
Address: Quedsa Plaza Quezon Avenue 1131 Quezon City Metro Manila
Telephone Number: (02) 631 4321
TIN Number: 451-693-740
Mode of Procurement: Public Bidding
Place of Delivery: Barangay Hall, Barangay San Francisco, Quezon City
Date of Delivery: January 31, 2019

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 Exercise 6-2

Delivery Term: Free on Board Destination

Payment Term: n/30
The existence of the approved and funded budget was certified by the SK Secretary,
Alyana C. Arevalo on January 12, 2019 and the PO was approved by the SK
Chairperson on the same date. On January 31, 2019, Office Solutions, delivered the
office supplies to Jade C. Flores, SK Treasurer. The specifications and quantity of the
office supplies are in conformity with the PO. The details are as follows:
Invoice No.: 190204-001
Invoice Date: January 30, 2019
Inspection and Appraisal Committee: Romulo E. Dumaguit – Committee Head
Diana F. Olegario – Committee Member

Description Unit of Qty Stock No.

Measure
Folder, piece 15 SC-004
Standard/A-4
Paper, Bond, ream 20 SC-005
Standard/A-4
Toner, TN 3370, piece 2 SC-006
6180DW Super
High Yield

On February 5, 2019, the SK Treasurer issued the office supplies to Ricardo B.

Dalisay upon preparation of RIS.
Required records and forms:
a. Purchase Request
b. Purchase Order
c. Inspection and Acceptance Receipt
d. Requisition and Issue Slip
e. Stock Card
Note: Assume that the forms have been prepared for the first time for the month.

2. On January 25, 2019, Mr. Ace M. Santos, a resident of Barangay San Francisco,
Quezon City, donated printer to the SK of Barangay San Francisco. The SK Officials

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 Exercise 6-2

prepared and approved SK Resolution accepting the donation. On February 1, 2019,

Jade C. Flores, SK Treasurer, informs the SK Officials of the availability of the
donated item received. On February 5, 2019, Alyana Arevalo, SK Secretary, prepared
Requisition and Issue Slip (RIS) for the donated printer. On the same date, Lucas A.
Cabrera, the SK Chairperson, approved the RIS and Jade Flores prepared Inventory
and Custodian Slip. The SK Treasurer issued the donated printer to Alyana Arevalo on
February 6, 2019 and records the issue to the Registry of Donated Supplies and
Materials (RDSM) with Stock No. of RDSM-001. The printer has the following
specification:

Description Unit of Qty Fair Value

Measure (determined by
the Inspection and
Appraisal
Committee)
Printer, Laserjet Pro piece 1 7,000
M402dn

Required records and forms:

a. Acknowledgement Receipt for the Donated Property and Equipment/Supplies
and Materials
b. Registry of Donated Supplies and Materials
c. Requisition and Issue Slip
d. Inventory Custodian Slip
Note: Assume that the forms are prepared for the first time for the month.

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