Simplified Procurement Process Flow
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kbaltimoreSimplified Procurement Process Flow
Uploaded by
kbaltimore- Procurement Simplified Process Flow
In-Charge
Process
Description
Requesting Party
Secures MRF from the Purchasing Office, fills up the
item description and specification of the items being
requested then submit to Procurement Office.
Procurement Office
Sends MRF to Accounting Office for budget clearance
from Accounting Office Budget Section.
Accounting Office
Verifies if the item requested is listed in the approved
budget of the department.
*Procurement Office
(Applicable only to Common
items & Hot Items)
Sends MRF for approval and request technical
specification from ITS or PFO or IMS or STRATCOM
(which ever is appropriate to the item being
requested).
*Technical Consultant
(Applicable only to Common
items & Hot Items)
Attached the required detailed specification needed in
the canvassing to the MRF then return it to
Procurement Office.
Procurement Office
Prepares Request for Quotation (RFQ) and sends it to
various suppliers. Thereafter, summarizes quotations
and prepares a Canvass Report, which will be returned
to the requesting party for post-canvass approval.
Requesting Party
Evaluate the winning quote, post canvass approve the
MRF then prepares the PRS. Submits the PRS together
with the MRF, Canvass Report, and the quotations to
the Accounting Office for budget-certification.
Accounting Office
Assistant Controller for Budget verifies the availability
of funds for such request, initializes the MRF and
returns all documents to the Purchasing Office.
Purchasing Office
Confirms delivery schedule with the supplier and then
prepares Purchase Order (PO) and sends these
documents to its intended recipients.
Supplier
Deliver goods to the Warehouse Inventory and
Monitoring Office (for materials and supplies), to the
IT Center (for computers), or to the Requesting Party.
Receiving Unit
(Warehouse or IT Center)
Inspects items and quantity and compares details
between the Suppliers Invoice and the Receiving
Report as reflected in the Oracle System. Prepares
Receiving Report (RR) if everything is in order.
Secures acknowledgement of end user in the RR, then
forwards one copy of the Receiving Report together
with the Suppliers Invoice to the Purchasing Office.
Purchasing Office
Consolidates all documents and submits the same to
the Accounting Office for the processing of payment.
Accounting Office
Matches invoices against PO and RR and verifies
authenticity and accuracy of the suppliers invoice and
other supporting documents. Prepares and issues
check payment to suppliers.
MRF
Canvass Report
PRS
Budget certification
PO
Deliver Goods
Consolidates all
documents
Prepares Check payment
Prepares RR
PROCUREMENT SIMPLIFIED PROCESS FLOW
Obtain budget
clearance
Budget Clearance
Request for Technical
Specification
Technical approval
