1. Payment for Suppliers
• Receives Statement of Account (SOA) with supporting original Delivery Receipts (DR).
• Records the SOA on the suppliers monitoring
• Receiving Report (RR) with attached duplicate of DR
• Reviews the following:
Receiving Report , P.O with the duplicate of original DR versus original DR
In case for aggregates and boulders, check the DR based on the standard truck-scale of dump truck
There must be at least 2 witnesses in the receiving with their signatories on the DR (both original and duplicate)
Quantity and price of the item delivered versus attach original Purchase Order
• Connects with Warehouse when there is lacking attached documents namely RR, duplicate PO and DR, verify the transactions
• Verifies to the Purchasing Department if the original P.O was not attached and if the billed price is not equal to the price reflected in the P.O
• Follow up warehouseman/project engineer for DR’s already billed however the RR and duplicate of the DR are not yet forwarded to the main warehouse.
• Issue vouchers for expenses if all the attachments are complete and verified.
• For trucking services and rentals transactions create four (4) copies of 2307 forms.
2. Services
• Receives SOA, Request for Payments, Waster Bill, Electricity Bill, Internet connection and Telecommunication Bills.
• Updates the monitoring of billings and request for payments received
• Check the following:
For utility bill, compare the justification attached to the previous consumption. If there is increase, review the justification to validate such change.
• Checks the posting columnar to validate that there is no overlapping of payments.