MEMORANDUM

DATE : MAY 20, 2022

FROM : ANICIA D. SALAS
TO : ALL DEPARTMENT
CC : RICHIE YAP GENESIS SINGZON
CATHY ARGEL DANIEL SINGZON
TRUMAN YAP
RE : PROCEDURES OF REQUESTS FOR PAYMENTS
_______________________________________________________________________________________________________________________________________________

Please note of the following procedures as we will strictly implement it starting TODAY. Everyone’s cooperation is a MUST to avoid delays and properly manage all the requests:

Prepare Job Order (i f appl i cabl e)

FOR REVISION(Check
Send Job Order for approval (see
the reason of APPROVED
attached JO Form for the approvers)
rejecti on)

FOR REVISION(Check Prepare Purchase Order and attached

the reason of the approved Job Order. Send i t for APPROVED
rejecti on) approval

Submi t Request for Payment to Accounts

Department. Attached the approved JO and
PO

Accounti ng Department to prepare Cash

FOR REVISION(Check Di sbursement/Voucher and submi t for
the reason of approval (see sampl e CV for approvers) APPROVED
rejecti on) Note: Attached copy of l edger to the
di sbursement (i f appl i cabl e)

Prepare the fund for rel easi ng once

cash di sbursement i s approved

Rel ease the fund to the requesti ng

JOB ORDER - To prepare by the Site Staff party

For the requesti ng party, recei ve the

fund and buy requested i tems or
PURCHASE ORDER - To prepare by Procurement Department servi ces

Upon del i very of i tems, the assi gned

checker MUST check the i tems before
REQUEST FOR PAYMENT - To prepare by the requesting site
recei vi ng (JOB ORDER vs. DELIVERY
RECEIPT vs. ACTUAL ITEMS DELIVERED)

CASH VOUCHER - To prepare by Accounts Department Once everythi ng i s settl ed, submi t the
Offi ci al Recei pt to the Accounti ng
Department as we wi l l attached i t to
the requests
NOTES:

1. All requests for items exceeding Php5, 000.00 must have at least 3 quotations from suppliers.
2. All requests for reimbursement must have attached Office Receipts, Sales Invoices and/or Acknowledgement Receipts. If none, we will treat it as cash advance and will record under your name.
3. All requests for Cash Advance must have attached approved cash advance form.
4. For Accounts Payable related matter, Accounts Department must attached ledgers and SOA (if available) to the requests.
5. For Liquidations, we will check and record it ONLY upon receiving of complete Official Receipts, Sales Invoice and/or Acknowledgement Receipts as it will be our basis for checking.
6. For any other matter not stated above, kindly attached documents that will support your requests.

We will strictly implement all of these unless otherwise approved by the management to by-pass any procedures above.

For everyone’s compliance.

Thank you very much!

Prepared by: Approved by:

ANICIA D. SALAS GENESIS SINGZON RICHIE YAP

Senior Accountant Director President