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The document outlines the process for handling purchase requests, from initiation by the department to the final payment to suppliers. It includes steps such as approval, issuance of purchase orders, delivery, inspection, invoice submission, and payment processing. Each step involves specific roles and documentation to ensure accuracy and accountability.

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Ricardo Delacruz
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2 views3 pages

START1

The document outlines the process for handling purchase requests, from initiation by the department to the final payment to suppliers. It includes steps such as approval, issuance of purchase orders, delivery, inspection, invoice submission, and payment processing. Each step involves specific roles and documentation to ensure accuracy and accountability.

Uploaded by

Ricardo Delacruz
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

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Purchase Request (PR)

• Department / Property Admin

• With budget & purpose

Approval of Purchase Request

• Department Head

• Management (if above threshold)

Purchase Order (PO) Issuance

• Accounting / Procurement

• Sent to Supplier / Contractor

Delivery of Goods / Services

• Materials, services, utilities, or construction work

Inspection & Acceptance

• Property Admin / Engineering

• Delivery Receipt (DR) / Service Report

Invoice Submission

• Supplier submits Official Receipt / Sales Invoice


│

3-Way Matching

• PO

• DR / Service Completion

• Supplier Invoice

(Accounting verifies completeness & accuracy)

Recording of Accounts Payable

• Journal Entry:

DR: Expense / Asset Account

CR: Accounts Payable

Payment Request / Voucher Preparation

• Check Voucher (CV) / Payment Voucher (PV)

• Attached documents:

- PO

- DR / Service Report

- Invoice

Approval of Payment

• Accounting Manager

• Finance Head

• Authorized Signatories

▼
Payment Processing

• Check / Bank Transfer / Online Payment

Release of Payment

• Supplier / Contractor acknowledges receipt

AP Settlement & Posting

• DR: Accounts Payable

• CR: Cash in Bank

Filing & Audit Trail

• Documents filed per property / supplier

END

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