SOP Library
SOP NO:
GM-GO01
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Area:
Grains Marketing (GM)
Activity:
General Operation (GM-GO)
Title:
Flour Stock Withdrawal Dispersal and Distribution System
Date Approved/Issued:
04/06/1984
Date Effective:
07/01/1984
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Flour Withdrawal from Millsite by NFA Provincial Warehouses
1. The Authority to Issue (AI) shall be the official document evidencing authority to withdrwal stocks from the flour mills. This document shall emanate from the Provincial Office where the mill is located and shall be duly signed by the Provincial Manager/OIC or his authorized representative. Said document may be used in accounting for the number of bags withdrawn when it is signed/certified both by NFA and flour mill representative.
2. The Provincial Office shall be responsible in withdrawing stocks, through NFA-owned or contracted carrier trucks or other means of transportation from the flour mills. Time schedule and quantity shall be advised by CO-DGM.
3. All withdrawn flour stocks from mills shall be stored at designated NFA-provincial warehouses or Provincial Kadiwa Centers.
4. Flour receipt by warehouses shall be documented using Warehouse Stock Receipt (WSR).
5. The flour miller shall issue to the warehouse supervisor or designated NFA-representative copy of Sales Invoice (SI) and Delivery Receipt (DR) upon completion of loading of stocks to trucks.
6. All flour stocks withdrawn shall be weighed at the mills and shall be evidenced by a weigh slip. All claims by flour millers from NFA shall be supported by AI, DR, WSR, PR and weigh slip.
7. An accountable officer shall be assigned by the Provincial Manager at millsite to verify quantities, qualities and conditions of stocks withdrawn. The said accountable officer shall prepare WSR at the mill site to establish NFA's accountability/responsibility to stocks withdrawn.
8. Warehouse supervisor/NFA representative at millsite shall prepare Summary of Stocks withdrawn based on PR/WSR.
9. Provincial offices located at Metro-Manila, Lucena, Batangas, Cebu and Iligan shall be responsible in the withdrawal of flour stocks from the flour mills except as otherwise advised by CO-DGM.
10. Only NFA shall be allowed to withdraw hard flour (first class) and soft flour (third class) stocks from the mills. NFA field offices where flour mills are located shall undertake withdrawal of flour as follows:
10.1 Wellington Flour Mill
10.2 Universal Robina Corp.\
10.3 Republic Flour Mill
10.4 Liberty Flour Mill
10.5 Phil. Flour Mill
10.6 Pacific Flour Mill
10.7 Gen. Milling Corp.
10.8 Pillsbury Mindanao Corp.
By Provincial Kadiwa Centers
11. All flour stocks withdrawn by provincial Kadiwa Centers from the mills shall first be documented by authorized NFA-representative as technical transfers by WSRs to evidence receipts of stocks by NFA and WSI to evidence issuance's of same to PKC.
12. All stocks received by PKCs shall be documented by Warehouse Commodity Receipt (WCR).
13. Custodians shall prepare at the end of the day, Flour Stock Balance Report.
By Bakers/End-Users
Bakers withdrawing from mills shall be required with the following documents/papers.
16.1
Baker's passbook
16.2 Authority to Issue
16.3 Official Receipt
B. Flour Stock Dispersal
1. Flour Stock Dispersal shall be advised by CO-DGM.
2. Provincial Offices wherein no mill is located within the province, flour stock acquisition shall be treated as stock transfer. Request for stocks shall be coursed through CO-DGM.
3. All flour stocks received/issued by a province shall be properly documented. Receipts of flour shipments/truck delivery shall be communicated twice to source province, the first wire shall evidence the acknowledgement arrival of stocks for confirmation purposes and the second is to convey actual quantities received for accounting purposes.
4. Traditionally, hauling expenses shall be paid and taken up as inventory cost-dispersal expense by the sending province. A clearance must be secured from CO-ABD if receiving province intends to pay the expense. Further, the hauling rate to be applied shall be that of the province which contracted the trucker. However, in cases where prior-agreement with trucker has been made, this agreement shall be predominate.
C. Flour Stock Distribution
1. Only registered/duly licensed bakers and other authorized users shall be issued flour stocks.
2. A flour allocation card (FAC) shall be maintained by provincial office and
Baker's Passbook
(BP) shall be issued to each baker upon presentation of license and application form at NFA provincial Office. BP shall become the permanent of the baker in purchasing/withdrawing stocks from NFA warehouses/PKC's flour mills.
3. Only the computed weekly consumption shall be served within the week and withdrawal for such shall be properly scheduled by the concerned NFA Provincial Offices. Users shall be required to maintain stocks good only for one week consumption.
4. Payment for purchases of flour shall be made at the designated provincial NFA offices, Finance Section based on approved selling price, unless otherwise authorized by Central Office.
5. Delivery expenses to be incurred in the distribution of stocks to bakers shall be imputed to the approved selling price, to be charged to bakers.
6. Payment of purchases shall be evidenced by the Official Receipt (OR). The OR shall be the major requirement in the issuance of AI for stocks withrawn at NFA-warehouses/mills and CAI for Provincial Kadiwa Centers.
7. Selection of Flour outlets, other than NFA-provincial warehouses, Provincial Kadiwa Centers and flour mills shall be left to the discretion of the Provincial Manager. However, flour mills shall be resorted to only in extreme cases where stocks are not available at NFA-warehouses/Provincial Kadiwa Centers.
8. The baker shall be allowed to withdraw to the extent of this weekly requirement only. His weekly allocation should be paid and withdrawn during the week. Unpaid and unwithdrawn balances for the week shall not be allowed to be withdrawn for the succeeding week, rather the same shall be forfeited.
III. RESPONSIBILITIES
A. Flour Withdrawal from Millsite by Provincial Offices Authorized by CO-DGM
A.1 Provincial Office (Refers to Provincial Office located at Metro Manila, Lucena, Batangas, Cebu, Iligan, and provincial offices authorized by CO-DGM)
A.1.1
Provincial Operations Officer (POO) POO-02
1. Prepare Authority to Issue (AI) in 4 copies (nature of transaction-TRANSFER)
1.1 NFA Representative (Millsite)
1.2 Operation's Section
1.3 Accounting
1.4 COA
2. Gives AI to trucker authorizing the withdrawal of stocks from mills.
3. Receives/submits to Finance Section all documents forwarded by Warehouse Supervisor/NFA-Represntative at millsite to be used as basis for payment to flour millers. Forwarded documents are AI, Weigh Slip, SI, DR, WSR & PR.
A.1.2
Provincial Manager (PM) PM-02
1. Approves AI
A.1.3
Operations Clerk
1. Receives all documents AI, SI, DR, WSR, PR and weigh slip forwarded by POO to be used in the preparation of claims by Flour Millers.
2. Prepares voucher.
A.1.4
NFA-Representative/Warehouse Supervisor WS - 02 Assigned at Millsite
1.
Receives AI from trucker and presents a copy to Miller.
2. Signs in the receipt portion of DR to evidence that such stocks were received/loaded by driver/truck concerned.
3.
Receives SI/DR upon completion of loading
4. Receives weigh slip after truck weighing of the stocks.
5. Prepares WSR in 5 copies (nature of transaction -PROCUREMENT) to evidence transfer of accountability from miller to NFA.
6. Prepares Summary of Stocks withdrawn based on WSR (
Exhibit 2
). Submits same to POO
7. Forwards all documents to POO.
8. Certifies to PR prepared by Cashier.
9. Prepares WSI in 5 copies (nature of transaction - TRANSFER) to evidence issuance of stocks to warehouse destination. Copy Distribution:
9.1 Carrier
9.2 NFA Representative (File)
9.3 Accounting
9.4 COA
9.5 Handler
A.1.6 NFA Cashier
1. Prepares PR based on accomplished WSR by NFA Representative/Warehouse Supervisor.
A.1.7
Warehouse Supervisor of Destination Warehouse WS - 02
1. Receives Stocks/documents brought by trucker and prepares WSR in 5 copies (nature of transaction - TRANSFER)
1.1 Carrier
1.2 Warehouse Supervisor
1.3 Accounting
1.4 COA
1.5 Handler
2. Prepares usual Weekly Stock Report and submits to POO.
A.1.8
Warehouse Supervisor of Destination Whse
(Note : For warehouses located just beside the millsite, Warehouse Supervisor of said warehouse shall be assigned at millsite to document stock withdrawal).
1. Performs procedures mentioned under A.1.4 items 1-7.
2. Prepares usual Weekly Stock Report and submits to POO.
1.2
Trucker/NFA Driver - DRV - 01
1, Receives AI, proceeds to millsite and gives AI to NFA Representative.
2. Signs in the receipt portion of DR.
3. Delivers stocks to destination warehouse.
A.3
Flour Miller
1. Prepares Sales Invoice/Delivery Receipt indicating the AI no. and issues same to NFA-Representative/Warehouse Supervisor assigned at millsite.
2. Responsible in weighing stocks and gives a copy of weigh slip (indicating AI no.) to NFA-Representative.
3. Responsible in loading stocks from miller's pile to NFA contracted/owned trucks.
B.
Flour Stock Dispersa
l
B.1
CO-DGM
1. Coordinates weekly with the 8 Flour millers re: estimated recovery of wheat grains (in bags of 25kg.)
2. Receives information on weekly flour stock requirement per province and prepares the dispersal plan.
3. Plans a weekly dispersal of flour stock allocation to the different provinces.
4. Advises the provincial offices of Lucena, Batangas, Cebu, Iligan and Metro Manila of the dispersal schedule of stocks (quantity - time).
B.2
Provincial Office (Source Province) POO-03
(Provincial Office located at Metro Manila, Lucena, Batangas, Cebu, Iligan & provincial Offices authorized by CO-DGM)
1. Receives stocks from flour mills executing proper documentation (Refer to operating procedures on stock withdrawal from mills)
2. Receives Authorization from CO-DGM to disperse stocks to destination province.
3. Advises receiving province re: stock arrival.
B.2.1
Warehouse Supervisor (of source province) WS-03
1. Receives information from POO re: stock transfer
2. Receives AI presented by Deliveryman/Trucker and prepares WSI in 5 copies :
2.1 Carrier/SDO - Deliveryman's copy
2.2 GSCO - Whse Supervisor's copy
2.3 Accounting
2.4 Auditing
2.5 Handler's copy
3. Prepares usual Weekly Stock Report and submits to POO.
B.3.
Provincial Office (PO) (of destination province) POO-04
1. Receives instructions from CO-DGM to secure stocks from a source province.
2. Assigns deliveryman and prepares Authority to Withdraw (AW) duly signed by PM and gives to deliveryman/trucker.
3. Upon stock arrival, wires Source province acknowledging its arrival.
4. Upon completion of stock delivery, sends another wire conveying actual quantities received.
B.3.1
Warehouse Supervisor (of destination province) WS-04
1. Receives advice from PO re: delivery of stocks and prepares warehouse for flour occupancy.
2. Receives stocks delivered by Trucker and prepares WSR in 5 copies :
2.1 Carrier - Deliveryman's copy
2.2 GSCO - Whse Supervisor's copy
2.3 Accounting
2.4 Auditing
2.5 Handler - Opns., Section's copy
3. Prepares usual Weekly Stock Report and submits to PO.
B.4
Deliveryman/Trucker DRV - 02
1. Receives (AW) and presents to POO of source province.
2. Receives AI and presents to warehouse supervisor.
3. Secures/delivers stock from/to source province/destination province.
* Flour Stock Withdrawal Treated as Stock Transfer (for provinces wherein no mill is located)
B.5
Provincial Office of provinces wherein no mill is located
B.5.1
Provincial Operations Officer POO-05
1. Requests CO-DGM to secure stocks from province where mill is located.
B.5.2
CO-DGM
1. Approves request and coordinates with concerned province re: stock withdraw.
- Follow operating procedures B.2., B.2.1, B.3., B.3.1, B.4
C.
Flour STock Distribution
C.1
Baker
1. Prepares
Baker's Passbook
to RLO/POO
2. Receives AI/AAP
3. Pays the purchase to cash Section
4. Receives OR original copy and signs at the back of the duplicate copy of OR
5. Proceeds to Withdrawal Site and presents BP/OR/AI or CAI to Warehouse Supervisor/Custodian
6. Receives Stocks
C.2
Provincial Office
c.2.1
Economist PECO-01
1. Prepares the weekly requirement of the province per municipality based on submitted application form/license of bakers.
2. Plans distribution of flour stocks to users based on the weekly requirement of the province and submits to POO for approval/scheduling of distribution.
c.2.2 Provincial Operations Officer (POO) POO-06 ** Operations Office (OO
for Non-Grains Operations Section 00-01
1. Monitors allocated flour stocks of the province thru coordination with CO-DGM.
2.
Prepares Schedule of Stock Withdrawal of the bakers per municipality
3. Retrieves FAC of baker from file.
4. Updates FAC/BP of baker and signs the FAC/BP for every purchase.
** 5. Prepares AI/CAI in 4 copies
5.1 Warehouse Supervisor's copy/Custodian copy
5.2 Operations copy - (POO/OO)
5.3 Accounting
5.4 Auditing
** 6. Advises baker on withdrawal Site/Schedule
** 7. Prepares Authority to Accept Payment (AAP) and gives to baker ; advises baker to proceed to Cash Section
** 8. Receives the Weekly Stock Report of Warehouses/PKCs housing flour stocks prepared by Warehouse Supervisor/Custodian
c.2.3
Cashier CDO-02
1. Prepares OR in 4 copies upon receiving payment from bakers.
Copy Distribution:
Original - baker
Duplicate - Accounting
Triplicate - COA
Quadruplicate - File
c.2.4
Registration & Licensing Officer (RLO) PRLO-01
1. Validates BP of Baker
2. Entertains complains of bakers
3. Processes application form/license of bakers
4. Inspects bakeries for verification of information on application form
5. Assists Economist in establishing flour allocation of bakers
6. Prepares report on number of bakers/end-users for stat. purposes
c.2.5
Warehouse Supervisor WS-05
1. Receives stocks delivered into the warehouse and prepares WSR for receipt of stocks.
2. Upon presentation of BP/OR/AI by bakers, prepares WSI in 5 copies: (nature of transaction-transfer)
2.1 Carrier - Baker's copy
2.2 GSCO -Whse. Supervisor's copy
2.3 Accounting
2.4 Auditing
2.5 Handler's
** if PKC happens to be the Withdrawal Site
3. Issues stocks to bakers
4. Prepares usual Weekly Stock Report and submits to PO
C.3.
Provincial Kadiwa Centers
c.3.1 Custodian CUST - 01 WS - 06
1. Receives stocks delivered into the PKC and prepares WCR for receipt of stocks. (nature of transaction - TRANSFER)
2. Upon presentation of CAI/BP/OR, prepares WCI in 5 copies (nature of transaction - SALES)
1. Customer/Trucker
2. Custodian
3. Accounting
4. COA
5. Handler - Non-Grains Operations
Section's copy
3. Updates inventory logbook against actual volume of stocks
4. Prepares usual Weekly Stock Report and submits to OO.
IV. FLOW CHART
Top Page
EXHIBITS
Baker's Passbook
Summary of Flour Stocks Withdrawn/Issued