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Basics of Property & Supply Management: Orientation of Newly Hired Administrative Officers II

The document provides an orientation for newly hired administrative officers on property and supply management processes. It discusses understanding forms like purchase orders, inspection reports, and inventory reports. It also covers the processes of acquisition, issuance, and disposal of supplies and properties, including understanding related forms, reports, and committees. The goal is to ensure proper management of the procurement cycle and accountability for public property and funds.

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James D. Magpusao
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1K views

Basics of Property & Supply Management: Orientation of Newly Hired Administrative Officers II

The document provides an orientation for newly hired administrative officers on property and supply management processes. It discusses understanding forms like purchase orders, inspection reports, and inventory reports. It also covers the processes of acquisition, issuance, and disposal of supplies and properties, including understanding related forms, reports, and committees. The goal is to ensure proper management of the procurement cycle and accountability for public property and funds.

Uploaded by

James D. Magpusao
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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BASICS OF PROPERTY

& SUPPLY MANAGEMENT


Orientation of Newly Hired
Administrative Officers II
November 12-13, 2020

Hilda J. Hildawa Roy R. Banias


Admin. Officer IV Admin. Officer II
SO, WHAT’S OUR
AGENDA?
1 Understanding
the Forms

2 Understanding
the Reports

3 Understanding
the Process
It’s always a
CYCLE
Acquisition

Disposal
Utilization
A. PROCUREMENT
& DELIVERY
Purchase used to support the purchase of
Order (PO) equipment, supplies, materials, etc.
(A contract between the agency and the
winning supplier)

used as proof that the delivered


Inspection & supplies/items were inspected
Acceptance
Report (IAR) used to acknowledge receipt of the
purchased supplies/items
Sample PO:

Use this as reference


in checking:
1. Specification and
Quantity of the
Item/s ordered
2. Delivery date (if
the items are
delivered within
the agreed
duration)
3. Other
agreements or
conditions.
Lower portion
of Sample PO:
Sample IAR:
Attached the
Delivery Receipt
from the Supplier
and/or the Credit
Invoice/Charge
Invoice/Sales
invoice, etc.

Inspection will be
done by the
Inspectorate Team
of the BAC, while
acceptance will be
by the Property
Custodian.
Some Advice:
The Supply Section maintains an excel file we labeled
as TRANSACTION MONITORING which we use
as summary of our transactions in the office and to
keep track of the numbering/series for each form we
use.

How we number forms:


Year-Month-Series Number
ex: 2020-01-005
IAR

RIS

ICS
What do we do with
Q: LATE DELIVERIES?
A: the erring supplier, called as
We impose a penalty to
Liquidated Damages
RA 9184 provides that the amount of liquidated
damages shall be at least equal to one-tenth of
one percent or o.1% of the cost of the goods for
every day of delay
Sample Scenario for
Liquidated Damages:
Ramos & Ramos Enterprise for
Purchase Order No. 2020-01-002
Date PO received: Jan. 07, 2020
Delivery Date: within 15 days upon receipt PO

1st Delivery (Partial) : Jan 10, 2020


2nd Delivery (Complete) : Jan 25, 2020
(18 days after receipt of PO; 3 days late of delivery)
Subject for LD:
Items that are delivered late or
beyond the agreed schedule

Alcohol (gal) P860.00


Face Recognition P15,500.00
Total P16,360.00
LD Rate x 0.1%
P16.36
No. of days late x 3
LD Amount P49.08
B. ISSUANCE
& UTILIZATION
Stock Card used to record materials received and
issued, with its corresponding quantity
balance (for common-use supplies and
items whose unit cost are below
P15,000.00)
individual record of Property, Plant &
Property Card Equipment. (technically, stock cards for
items that are worth P15,000 and above)
B. ISSUANCE
& UTILIZATION
Requisition used to request issuance of supplies and
and Issue Slip materials that are carried on stock.
(RIS)
prepared upon issuance of small tangible
Inventory /semi-expendable items with an
Custodian Slip estimated useful life of more than one
(ICS) year but whose unit cost is less than
P15,000.00.
Property prepared upon issuance of PPE whose
Acknowledgement unit cost is P15,000.00 or greater.
Receipt(PAR)
B. ISSUANCE
& UTILIZATION
Property Return used to return items or properties issued
Slip (PRS) to a requisitioning personnel back to the
Property Custodian
used to transfer responsibility and
Property Transfer accountability of an item/property from
Report (PTR) one personnel to another personnel
Sample
Stock Cards:
Beginning
balance
Sample
Property Card:
Beginning
balance
Sample
RIS 1:
Sample
RIS 2:
Sample
PAR:

Property No.
is NOT the same with
Property Card No.
Sample
ICS:

Inventory Item No.


is the same with
Property No.
How do we separate our
Q: properties from
PERSONAL
BELONGINGS?
A: We use stickers!
Stickers also assist us in easily monitoring our
inventories. And just like on forms, stickers must
also be in series.
We put stickers on semi-expendable items worth
P1,000.00 and up and on PPEs
Division Sticker: LGU Tagum Sticker:
Sample
Stock Card:
Updated balance
Sample
Property Card:
Updated balance
Sample Property Sample Property
Transfer Report: Return Slip:

MR No = PAR/ICS No
With the return of the
property, its corresponding
card is also updated
JUST A
REMINDER When properties or items are
returned (especially if the item is
already unserviceable), always check
the office who provided/gave the
items – if it is the school, itself, who
procured it or if the item was
issued by the Division Office or
LGU Tagum.
If the item was issued by the
Division Office or LGU Tagum
then the item must be returned to
the Division/LGU so as to
extinguish accountability
C. DISPOSAL
Waste used to report all waste materials e.g
Materials empty containers and remnants from
Report (WMR) destroyed or damaged equipment parts

Inventory and report prepared by the Supply and/or


Inspection Property Unit as basis to drop from the
Report of books the unserviceable properties
Unserviceable carried in the PPE accounts (for vehicles,
equipment, furniture, and semi-
Property expendable materials
(IIRUP)
Why is there a need
Q: to dispose
UNSERVICEABLE
PROPERTIES?

A: 1. To avoid continuing carrying/inventory cost


2. To prevent further deterioration thereby
obtaining the fair return in case of sale
3. To relieve accountable officers of unnecessary
accountability
4. To make available space for the agency
Sample WMR:
This form must
be supported
With photo
evidence
Sample IIRUP:
Another
REMINDER
When disposing items, the Division
Supply Office should be informed
beforehand. Also, it is recommended
to dispose items for only twice a
year (June and December).
The school also needs to create a
Disposal and Appraisal
Committee who will take in-charge
of inspecting and appraising
unserviceable items that are for
disposal
REPORTS
INVENTORY
Report of Report of Report of
Supplies and Physical Count Physical Count
Materials of Inventories PPEs
Issued (RSMI) (RPCI) (RPCPPE)

Summary of Summary of Summary of all


all items with RIS all items with ICS items with PAR
Except, items with ICS (whose
value is P1,000 and up) and
with PAR.
Sample
Sample
RSMI
Submission is
done monthly
Sample Provide different sheets for Submission is done
Common Office Equipment and semi-annually
RPCI ICT Equipment

2019
Sample Provide different sheets for Submission is done
Common Office Equipment, ICT semi-annually
RPCPPE Equipment and Furniture

March 31, 2020

2019

Originally issued to R. Banias


then transferred to J. Lopez
then Returned to stock last
March 03, 2020
ON BOOKS
The AO will distribute the books to the
teachers using the ICS form (using of
logbooks is discouraged), however books shall
not be reflected in the school RCPI.

ON DONATIONS
If the school will receive donations, the items
will be distributed to users/personnel using the
applicable forms (RIS, ICS & PAR). The items
will be included in the inventory reports.
ANNUAL
PROCUREMENT
PLAN (APP)
the requisite document that the agency must
prepare to reflect the necessary information on
the entire procurement activities for goods and
services and infrastructure that it plans to
undertake within the calendar year.
LET’S REVIEW THE
PROCESS.
Purchase Order is served Delivery of Items Inspection and
to winning supplier (must be within agreed Acceptance of Items
Form: PO schedule) Form: IAR, Liq. Damages

Update Inventory Cards Items are issued Update Inventory Cards


Form: Stock or Property to end-users Form: Stock or Property
Cards Form: RIS, ICS & PAR Cards
These forms shall be required
as attachments in the
liquidation of school MOOE.
Update Inventory Reports
Report: RSMI, RPCI,
RPCPPE
Transfer or Return of Update Inventory Cards Update Inventory Reports
Items/Properties Form: Stock or Property Report: RPCI, RPCPPE
Form: PRS & PTR Cards

Disposal of Items Update Inventory Cards Update Inventory Reports


Form: WMR, IIRUP Form: Stock or Property Report: RPCI, RPCPPE
Cards
LINK FOR SAMPLE
FORMS:
https://drive.google.com/drive/u/2
/folders/0AM63cyCqSaBGUk9PVA
This link is also sent in our GC.
The shared drive includes all forms
previously discussed as well as
DepEd’s Property Manual
. DO YOU HAVE
QUESTIONS?
THANK YOU!

Hilda J. Hildawa
Admin. Officer IV
Division Supply Officer

Roy R. Banias
Admin. Officer II
F. Dela Cruz-P. Sagun ES

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