MC on proper management and control of PPA and other accountable forms

Memorandum Circular No   2017

: To     All CMO

           CSS 2

           Treasury Assistant

   cc:  Mam Madel

          Chief Accountant

Objectives:

1.  To lessen losses and problem about missing PPA

 2.  To ensure integrity of our sales processes

 3.  To improve our relationship with the customers

Reality background

The following things were observed in Calamba:

1. While we sent many PPA, we ran out of PPA because many agents took home pads of PPA leaving nothing for the office

2.  PPA during the past campaign resurfaced in this new sales campaing showing loose control of PPA

3.  Employees and cmo were observed to be approving the PPA despite instructions on the contrary.  If we allow the sellers to take home the PPA, and the employees to sign the contract, it is possible that they will on their own sell the plots and collect monthly installment for their own account.  It has happened in Calamba lately:  ie the customer got a plot in March, and paid promptly his amortization. The seller did not remit the colleciton

What:

Correct procedure on the issuance and control of PPA:

1.  The SBU will be upon their request and past performance be sent just enough number of PPA

2. The TA and the CSS in charge will have master list or control of the PPA that were sent or received.

3.  The customers must as as much as possible accomplish the PPA at the office and properly supervised.   The sellers must be trained and given reminders on correct accomplishment of PPA

     Basic things to be properly monitored:

     1. Name and basic information of the  customer:;   address, CP and email address (for CRM and greetings)

     2.  The amount of contract and monthly payment (some of the staff and sellers are in a hurry to write the amount that we cant decipher what they wrote

     3.  The plot, number, block number.  There are many erasures  hence when the CO will be issued, there will be challengers

     4.  The beneficiary:   The beneficiary will be the one to deal with us in case of the death of the principal.  He/she will become the authorized representative.  Hence avoid accepting minors or persons not related to the principal as the  beneficiary

    5.  SOCPN  -  Signature over complete printed name.

    6.  Writing on the PPA

        Print legibly the name of the principal and then he she signs over this front and back. When writing at the back, place  carton hard paper so that it will not create more marks on the PPA

  Remember this is what the customer paid for and will pay for the next 60 months

        Write the date.

       Use ball pen when accomplishing the PPA write legibly and with slightly more pressure

4.  The goal is to have the white copy given to the customer within 7 calendar days.  Thus use the portal with the drop box for single entry and multi posting

     We really have to work extra hard.   We have to change the way we think and work

5.  As for the PPA control:

    1.  The seller must register his buyer on a log book record book and be given a form on the  basis of the name he/she gave.

    2.  The seller must receive the form and return this within 24 hours and to be issued a receipt.

    3.  If the PPA is not returned within 24 hours:

         1. It is invalidated (no more affidavit of loss) and the seller pays P50.00 for the form that is presumed to have been lost.   The CSS no longer accepts the PPA beyond the 24 hours.  In the record, book it is cancelled at 3ffb and the SBU. Thus if invalidated and the seller submits it beyond the prescribed period, the PPA which is invalidated is considered null and void

6.  If the seller does not return the PPA that has been accomplished and it reappears after the customer follows this up (unremitted payment) the  seller's authority to sell is cancelled and shall not be allowed to sell anymore (summary decision - no hearing investigation)

7.  TA and the SBU must reconcile weekly

For strict implementation and compliance

(For comments and suggestion before we finalize this

       

Jorge  U. Saguinsin

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