MC 2017 -007 Centralized/decentralized management

 MC  2017 - 007 - Decentralized/centralized ICR/AP processing

What:     To get back to former routine of decentralized  work, and reporting and using sharing of data.

When:     This September

Who:       Our accounting staff:    ICR  and CV making

               Documents

Objectives:

1.  To deliver work outputs on time

2.  To eliminate double handling, much time needed in processing, and resources for more staff OT etc.

3.  To reduce cost

4.  To fully utilize our SBU staff, and make them work hard

Background

In the beginning  we had the barest of staff at BPI.  The fact is all SBU are independent companies which are supposed to be self sufficient in staff for marketing and customer service, accounting (for record keeping ap, ICR and even general accounting) operations

The only centralized function were check making (for the authorized signature because we are based here) and document signing of CO DOS (for the same reason)

However, the procedure evolved that all of this are to be done, repeated at the third floor. And it is against the rules to change the procedure  (Slow corruption)

For instance:   

1.  CV making was initiated at the SBU;  they submit the schedule of AP for the week;    BPI prepares its own projection and budget;   ap. recommends the AP to be approved

2.  Documents  -   SBU prepares the documents (see Morong procedures) and  what Mam Elvie does is the role of 3ffb.

WTDN and please observe:

1.  Documents: and ICR ledgers

     1.  Documents, are finally made from dummy information so that they are typed clearly and all copies have information, especially the blue copy

     2.  The SBU encodes the documents making a form from excel, or use their portal and generates sales reports which it will use to be the transmittal to third floor done of daily basis or weekly

    3. The SBU generates its own masterlist (may be derived from sales report)

that contains a minimum of information:

       `1.  Date

        2.  Account number (taken from SBU code and PPA number with year suffix)

        3.  Name:  Surname,    First  Name   Middle name

        4.  Address:     

            House Number

            Street

            Subdivision

            Barangay

            Town /City

            Province

       5.  Contact telephone number

       6.  Email facebook account

       7.  Birthday

       x-x-x-x--x-x

       7. Lot information:   Lawn/Niche GE classification, Block #, Lot #

       8.  TLP

       9   Term

       10  DP

      12   MA

      13  Promo/Non Promo

      14  Insurable/Not Insurable

      15  Seller/Agent

      16.  The encoder/staff

Such masterlist soft copy is shared via Google Drive with Records and is updated automatically.   It can be from existing portal or an excel file.   Such file shall be shared too with  holygardens.groupportal@gmail.com

The SBU CSS 3, SFC must know how to harvest /filter groups of data such as:

      1. Sales by agents

      2. Insurable,non insurable

      3.  All GE sold

Ledgers:   

1.  New Accounts Creation

     The SFC encodes the accounts  which are derived from the master list:  Listing down:

     1. Date

     2. Account Nujmber  (derived from the PPA number and SBU prefix, and year suffix)

     3.  Account name:   Last Name  First Name    Middle Name

     4. Lot Information

     5.  TLP

     6.  Down payment

     7.  MA

     8.  Term

     9.  Promo (name)    Non Promo

    10  The encoder

Such ledger creation, soft copy shall be maintained, and shared by sbu to 3ffb via Google Drive. Such shall be shared also with the email:   holygardens.groupportal @gmail.com

2.  Inventory

     From sales report and the ledger created, the SFC removes the lot sold, form inventory  ( a preprepared master list with MAP encoded)

    The said excel file shall be shared with 3ffb, which is updated automatically

     The 3ffb stafff:  records and TA simply updates.  They do not start the files. They merely reconcile check and correct

3. Abstracts

    This refers to payments that have been made:   in opening the account

    1. Date

    2.  Account Number

    3. Name

    4.  Lot Information

    5.  OR #

    6.  Amount:

         Breakdown:

         Insurance

         Collection Fee

         Memorial Care Fund (MCF)

         VAT

         NLP or TCF

         Deposit slip #

         The encoder

The excel file of the abstracts shall be shared with the 3ffb via their respective email address and holygardens.groupportal@gmail.com

2.  AP

        It is presumed that the SBU has generated its own AP SL and GL for AP, and has shared the same with 3ffb. The CFC should have properly taken note of that

      1. The SBU prepares its own schedules of payables:   agents com, suppliers, govt agencies,   salaries etc:

          and separates:

          operation vs. IF and CMS

     2.  Generates  Excel file weekly of proposed AP schedule

          1.  Date

          2.  Account Number

          3.  Account Name

                 1.  Type of business:  ind, single prop, corp

                 2.  DTI sec number

         4.  Amount

         5.  Payment for:    salaries, supplies, contract, govt agency (specify)

         6. Authority to pay:

            Board Resolution No (If required)

            PO  number and date

            PDCA date (and number

        7.  Who requests payment

        STATE AVAILABLE FUNDS FOR PAYMENT

   3.  AP and CFC approves/reduces amounts/defers depending on cash position and budget (same date)

   4.  SBU pouches the CV; with  a hard copy transmittal, notes that in their soft copy

   5. AP receives the CV, notes any changes, and returns those CV that lack requirements.  AP acknowledges both the soft and hard copy

   6. TA makes the checks

   7.  TA pouches the checks

   8.  AP reverses the AP entry as having been paid,  AP shares with  sbu.

        CFC properly notes the entries made

       AP gets the DR, and Sales Invoice for proper recording to:

       Inventory  FFE

       Inventory  Materials

             The SBU notes the credits from both using Excel shares with AP

   9.  TA monitors:

       OR and AR  especially with regards to payments to SSS, HDMF, BIR, Philhealth

      TA does reconciliation of  checks issued

For comments and suggestion

            

         

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