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Gsouth Turn Over

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19 views

Gsouth Turn Over

Uploaded by

allyssamaevillena02
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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GLACIER SOUTH REFRIGERATION SERVICES

CORPORATION
ACCOUNTING ASSISTANT TASKS & OTHER IMPORTANT THINGS TO REMEMBER

AP Voucher & Check Voucher –process every Thursday, usually extended to Friday
-THURSDAY-AFTERNOON – for sign of AP Head (ABA) & CONTROLLER (RLA)
-FRIDAY – all voucher should be forwarded to COO’s office (CGV)
-MONDAY – usual day for CGV signing of vouchers.
*Once CGV is done signing Checks, it can now be sign by either Ronald Tieng or William Tieng. (give
CGV signed checks to Kuya Jun)
BIR 2307 -RLA signature (should be attached to AP Voucher /Check Voucher)
CHECK RELEASE – every Friday 2-4pm or depends on General Accountant (ACT) /AP Head decision
PAYROLL VOUCHER- before 5th & 20th of the month. GA will provide the entries
GOVCON Voucher – Ms. Abby will provide the amount of for the contributions
PNB 2307 –preferably 1st week of the following Month

==GSOUTH BANKS==
PNB-1707-7000-3212 (MAIN ACCOUNT FOR CHECK PREP)
PNB- 1707-7000-0848 (E-Government Account)
PNB- 1707-7000-0871
PNB- 1707-6000-0531 (US DOLLARS)
PNB- 091707-6000-0512 (JAPANESE YEN)

BPI – 3833-0258-12 (CHECKING ACCOUNT)


BDO- 0004-8802-5326 (CHECKING ACCOUNT)

==SIGNATORIES==
PNB CHECKS
-Carlos Antonio G. Villanueva (COO) OR Arturo C. Yan (President)
AND
-Ronald C. Tieng (Director) OR William Y. Tieng (Chairman)

BPI CHECKS
-Carlos Antonio G. Villanueva (COO) OR Arturo C. Yan (President) OR William Y. Tieng (Chairman)

BDO CHECKS
-Carlos Antonio G. Villanueva (COO) OR Arturo C. Yan (President) OR William Y. Tieng (Chairman)

AP VOUCHERS / CHECK VOUCHERS


-prepared by: YOU (sign)
-checked by: ABA (Arwyll B. Anastacio) If not available then ACT (Analyn C. Tan)
-approve by: RLA (Ritchie Paul L. Arduo)
-approved by: & CHECK - CGV (Carlos Antonio G. Villanueva)
*AP VOUCHER -Once complete signatures, you can prepare Check Voucher the following week.
==DOCUMENTS==
 MANPOWER BILLING (AT Frontline / Boshline / Protemps / Caritas)
o Received from HR -anytime
 SECURITY BILLING (ICT Security) – received from Ms. Shellane /anytime
 MANO LIQUIDATION – received from France from Billing Dep’t / anytime
 PCF LIQUIDATION –
o Mary Shellane Tanagon – Admin of Phase 1 & 2
o Princess Hennesie Paat – Admin of Phase 3 & 4
o Marilyn Angeles – Sales Admin
o Leilani Asistol – HR PCF Fund
o Analyn Tan – General Accountant of GSouth (PCF for messenger, etc)
o
 CASH ADVANCE FORM -received from anyone/ should be signed & approved by RLA or the
CFO
o follow-up the person for the liquidation of the CA.
 CA for STAFF HOUSE -check issued to Ms. Princess Hennesie Paat (12.K & 7.5K)

 PURCHASE / PAYMENT REQUEST docs– received from Clara(Purchasing / Procurement


Dep’t) documents should be forwarded at least Wednesday afternoon, if not for process next
week unless Priority or near Due Date.

DUE DATES
 SN ABOITIZ POWER RES-Inc (Electricity) – usually 15th of the month (check SOA for the exact
date)
- send thru email the scan copy of Deposit Slip & signed 2307 to Sir Arwyll
 Maynilad -usually 15th of the month (check SOA for the exact date)
-paid in bank, BIR 2307 to be received by Maynilad (c/o Kuya Jun)
 Eastern Telecommunications – every 25th of the month, get SOA from Ms. Analyn / Sir
Melvin
-payment is on Makati, ask messenger either Sir Oliver/Sir Jericho to pay.
 Philippine Global Telecommunications – every 30th of the month, get SOA from Ms. Analyn /
Ms. Abby/ Me 😊
-payment is thru Deposit c/o Kuya Jun.
- send thru email the scan copy of Deposit Slip & signed 2307 to Ms. Czarinah R.
Zamora <[email protected]>
 Exergy (solar energy)-usually 15th of the month (but Ms. Analyn will instruct when you
should /send the check to HO/ Malate)
 Month End Closing Date -10TH of the next month, you should be done encoding/recording
AP and Outgoing check before the 10th

Purchase Billing / Payment Request (from Clara)


-signed Payment Request Form (signed by Clara)
-Acceptance Form
-Sales Invoice / Charge Invoice / SOA / Billing Statement
-Delivery Receipt (if applicable)
-Canvass Sheet (if applicable)
-Approved Purchase Order
 AP VOUCHER (document that should be attached)
Attachment for Voucher Payable
-Voucher (triplicate copy)
-Payment Request
-Acceptance Report/ Goods & Services Receipt
-Original Sales Invoice
-Original Delivery Receipt (if applicable)
-Printed Approved Purchase Order
-Canvass Sheet (if applicable)
- 2 copies of BIR 2307

 CHECK VOUCHER
 direct CV (no AP Voucher needed)
-PCF Liquidation
-Cash Advances
-Mano Liquidation
-Reimbursements
-Lee Commercial Equipment Inc. ‘s Billing
-Federated Distributors Inc. SOA

 prepare CV w/ VP (same day process, no need to route AP Voucher)


-Electricity (SNAP)
-Water (Maynilad)
-TooBig (supplier of Purified Drinking Water)
-any supplier na super Overdue na, but just add in MEMO the Due Date

 signed AP vouchers from previous week

FRIDAY- CHECK RELEASING DAY


-supplier usually call every Thursday to confirm if they have collection for Friday.
-Thursday- budget for Check Release
-priority release -Agency / Manpower
-JCP Gasoline if with Check
-Lee Comm -release 1 check every week / confirm w/ Ms. Analyn if budget is not sufficient
-some suppliers follow-up on check collection thru Clara of Procurement, just get the list of the
suppliers.
-ask Ms. Analyn for the Budget Amount for Check Release

Monday-Wednesday / Anytime
-encoding/ recording of Accounts Payable in SAP (anytime when you have free time)
-recording of Outgoing Check (anytime when you have free time)

MANUAL INVOICE – SAP (recording of AP in SAP)


-invoice for purchases without PO Number
“SAP”
APSUPPLIER INVOICING  NEW INVOICE WITHOUT PURCHASE ORDER
“GENERAL TAB”
Supplier: Name of Supplier
External Doc: VP# (VP04-230001)
Date of Invoice: Date in SI/ SOA/BS
Receipt Date: Date in SI/ SOA/BS
Total Gross Amount: Amount in SI/ SOA/ BS
Total Tax Amount: Input Tax
Invoice Description: 40 Characters only (include the SI/SOA/BS number)
Posting Date: Date of Processing (date on voucher / should be within the open
Month)
“ITEMS TAB”
Description: copy invoice description 40 characters
Tax Code: Non-Taxable Purchase (NON-VAT) / Domestic Purchase, Standard Rate, Fully Deductible
(VAT)
Quantity: “1” “ea”
Gross Price: Gross Amount

“ITEMS DETAILS”
-Account : base on entries
-Cost Center : for EXPENSE ACCOUNT ONLY ( START WITH NUMBER 5)
-you can identify the Phase base on which is the end user,
-end user is indicated on either on Acceptance Form / Purchase Order
-4011 – Phase 1&2
 Ms. Shellane
 Ms. Analyn
 Ms. Marilyn
 Ms. Leilani
 Sir Ben
 Sir Rithcie

-4013 – Phase 3&4


 Ms. Princess
 Ms. Vicky

-4016 – Phase 6
 Jerry Jara

*those supplier without Purchase Order


Example: SNAP/ Maynilad/ Phil Global/Manpower Billings/ JCP
“TAXES TAB”
TAX DETAILS
TAX PAYMENT DEFFERED:
✅SERVICE
❎GOODS
WITHHOLDING TAX DETAILS
WITHHOLDING TAX CODE:
1% - Goods
2% -Services
5% - Rental
15% - Management Fee

WC160 – Top Corporation (SNAP / Maynilad / PNB)


*you can check the BIR 2307 file for the WHT Code
“COST DISTRIBUTION TAB”
Account Assignment: Select Account Title
GL Account: Account Title
Account Assignment: Cost Center (if EXPENSE) ACC GL Account Only (if others)
Cost Center: Phase 1&2 / Phase 3&4 /Phase 6

Actions: Simulate Journal Entry (check with the your entries if the same)
If no Error, POST.
If WITH Error, click “EXCEPTIONS TAB”, click the error  Click Actions  Click Accept  Simulate
Entry Check your entries if tally  Post
Record in your Monitoring the DOC ID (for future reference) & update.

SUPPLIER INVOICE – WITH PURCHASE ORDER


Goods And Services Receipt Purchase Order to be Delivered”Search the PO Number”New
Goods and Services Receipt
Posting Date: Date on Entries (Process date)
Delivery Note ID: DR number / SI number
Delivery Date: Date of Entry Made
“ACCOUNT ASSIGNEMENT TAB”
GL Account: Account Title
Account Assignment Type: Cost Center
Cost Center: Phase 1&2 / Phase 3&4 / Phase 6
Check”NO ERRORS”Post
After Posting Go to SUPPLIER INVOICINGINVOICE ENTRY”Search the PO number” NEW
INVOICETHEN SAME PROCESS AS THE FOR INVOCIES WITHOUT PURCHASE ORDER

OUTGOING CHECK
-recording CLEARED CHECKS on passbook thru SAP

LIQUIDITY MANAGEMENTNEW OUTGOING CHECK


Document Date: Release date of Check
Payee: Name of Supplier
Check Number: Check Number
Bank Account ID: Account Number of Check (PNB / BPI / BDO) same last 4 digits
Date of Issue: Release date of Check
Memo Line: Same as the Memo in Entries
Document Description: 40 Characters -Same as the Entries
✅LIQUIDITY MANAGEMENT
Posting Date: Date when the Check is Cleared on Passbook

If with SAP INVOICE


-yung may mga Invoice sa SAP
If without SAP INVOICE
-yung direct na Check Voucher
(PCF/ Mano Liquidation / Cash Advance/Reimbursement)

G/L Account: Account Title of your Entries


*Tax Clearing Account – for Input Tax / EWT
Tax Code: Always “001 - Non-Taxable Purchase”
Debit Gross Amount:
Cost Center: if EXPENSE Account (5)
Description: just copy Document Description above (40 Characters)

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