SOP Exhibits
Title
:
Instructions on How to Accomplish the Accountable Forms
SOP Number :
GM-WH11
Instructions on How to Accomplish
the Accountable Forms
I.
PURCHASE RECEIPTS
1.
Province, Warehouse and Code
- Identify the name of the province and the warehouse. The code is a six (6) digit numeral. The first two (2) refer to the region code, the next two (2) to the province code and the last two (2) to the warehouse code. For mobile procurement, write “MOBILE” on the boxes.
2.
Farmer’s Name and Address
-
Indicate the complete name of the farmer and his address.
3.
Nature of Purchase
- refers to the scheme of procurement either direct or payment-in-kind. Both can be applied in one time. The amount for each scheme shall be indicated in the corresponding box below.
4.
Check No./Day-Mo-Yr
- Indicate the check number representing payment to farmer and its date of issuance.
5.
Total Qty in Bags
- Indicate the total number of bags of palay/corn procured from the farmer.
6.
WSR No. -
Indicate the series number of the WSR documenting the receipt of stocks from procurement.
7.
QTY. In Bags
- Indicate the number of bags reflected per WSR.
8.
Variety/MC/PURITY
- to be copied from the WSR
9.
Weight in Kilograms
Gross - weight of stocks and sack
Sack - weight of sacks used
Net - gross weight less the weight of sacks
10.
ENW Factor
- Specify the factor value based on the Equivalent Net Weight Table. Such factor will depend on the % MC and purity.
11.
Equivalent Net Weight
- Multiply the net weight in kilograms by the factor to get the equivalent net weight.
12.
Unit Cost
- Specify the unit price of the grains at the time of purchase.
13.
Total Basic Cost
- this refers to the sum of all basic costs. The amount of the direct plus PIK scheme is equal to the total basic cost.
14.
CIF -
a monetary incentive given to farmer’s organization. Multiply the equivalent net weight of palay or corn bought by the NFA with the amount of the monetary incentive.
15.
Blank Space
- indicate incentives that may be granted from time to time.
16.
Grand Total
- Sum of the Total Basic Cost and all incentives given to farmer
17.
Pesos
- Indicate in words the amount paid to the farmer.
18.
Payment Certified by CDO/SDO
- CDO/SDO certifies payment by printing his name and signing over it.
19.
Amount Received by Farmer
- indicate in their corresponding boxes the amount in numerals received by the farmer in cash and in check. The farmer acknowledges by affixing his signature or if he cannot write by affixing his thumbmark.
20.
Classified By
- SQAO affixes his signature over his printed name.
21.
Attested by Team Leader
- Procurement Team Leader attests to payment.
II. INSTRUCTIONS FOR COMPLETING THE WAREHOUSE STOCK RECEIPT (WSR
)
1.
PROVINCE/WAREHOUSE - Identify the name of the receiving warehouse and the province where it is situated.
2.
CODE - Indicate the warehouse code. The code is a six-digit numeric entry, the first two (2) refers to the region code; the next two (2) to the province code and the last two (2) to the warehouse code.
3.
RECEIVED FROM - Indicate the name of person or entity from whom/where the stocks came.
4.
ADDRESS - Show full address of the person/entity to whom/where the stocks came.
5.
TRANSACTION - Specify the nature of transaction by writing the appropriate mode of transaction i.e. Procurement, transfer, Pre-cleaning, Drying, Milling, test-Milling, Remilling, Dehulling, Grains Exchange, Grading, Shelling, Importation, Returned Stocks, Deposits under OFFG, etc.). Enclosed in parenthesis, write beside the nature of transaction the corresponding activity code.
6.
DAY-MO-YR. Indicate the date when stocks are received and when the document is accomplished.
7.
QTY. IN BAGS; GROSS KILOGRAMS Indicate the total number of bags received and the corresponding gross kilograms.
8.
NET KILOGRAMS - Indicate the weight in net kilograms of the stocks itself. This is equal to the gross weight in kilograms minus the sack weight.
9.
MP/FP No
.:
- If the nature of the transaction is procurement, indicate the Master’s Passbook or Farmer’s Passbook Number.
10.
TRUCK NO.:- For all transactions, indicate the truck number of the actual carrier which delivered/withdraw the stocks for all transactions.
11.
WSI No
-
If the nature of transaction is transfer, drying, milling, remilling, reconditioning or returned stocks, indicate the number of the corresponding WSI for reference.
12.
QTY IN BAGS/Gkg/Nkg - Indicate the quantity in bags and weight in gross kilograms and net kilograms of stocks per corresponding WSI.
13.
DISTANCE COVERED
- Indicate the distance covered from the point of origin to the point of destination.
14.
SCALE SERIAL NO.:/CAPACITY/BRAND - Indicate the serial number, capacity and brand of the platform or truckscale used in weighing the stocks.
15.
BL No.:
- Indicate the bill of lading number (BL) if transfer is by sea or train or if importation is straight dispersal via shipside unloading.
16.
QTY. IN BAGS - Indicate the quantity of stocks in bags noted in the BL.
17.
UNLOADING RECEIPT (UR) No.
- Indicate the unloading receipt number for transfer via sea vessel or train and for importation.
18.
QTY in BAGS
- Indicate the quantity of stocks in bags noted in the UR.
19.
VARIETY CODE - Specify the commodity code of the stocks received The Code is a six-digit alphanumeric code (e.g. regular milled rice bagged in 50 kg capacity polyprophelene bag carries the code RMR A 50).
20.
AGE OF STOCKS - Indicate the actual age of stocks in months (refer to SOP on the Revised Grains Quality Control and Information System. The reference date shall also be indicated on the Remarks portion of the document.
21.
%
MC - Indicate the percent moisture content reading made by the SQAO.
22.
%
PURITY - Indicate percent purity as cited by the SQAO.
23.
STOCK CONDITION - Specify the condition of the stocks received by marking an “X” on the appropriate box.
24.
BAGS-KILOGRAMS-BAGS - This portion shall serve as tally sheet for quantity and weight reading.
25.
CHECKED-/WEIGHED BY - Checker/weigher prints name and signs after all stocks have been weighed.
26.
CLASSIFIED BY - SQAO prints name and signs after indicating the variety code, age of stocks, %MC, % purity and condition of the stocks.
27.
CERTIFIED CORRECT BY - The WS II certifies to the correctness of the entries by printing his name and signing over it.
28.
REMARKS - This space shall be used for additional notes/comments by the WS II or SQAO. When using the WSR to document receipts from drying, indicate in the Remarks portion whether stocks were dried thru solar or mechanical process.
III. AUTHORITY TO ISSUE (AI)
1.
Province Warehouse
- Indicate the name of the issuing warehouse. Below the province - warehouse name is a six (6) digit number space; the first two (2) refer to the region code, the next two (2) to the province code and the last two (2) to the warehouse code. Refer to your Region/Province/Warehouse Code.
2.
TO - Indicate in full the first and last name of the Sr. GOO (SW II).
3.
Date - Indicate the date when AI is prepared. This is a six (6) digit entry for the day/month/year.
4.
Variety - This refers to the variety code of the stock to be issued. It has a six (6) digit code, the first three referring to the stock variety and the last three to the type/capacity of the sack. After the variety code, indicate the condition of the sack, whether N or S (New or Serviceable)
5.
Condition - It shall refer to the condition of the stocks to be issued by the Sr. GOO (WS II).
6.
Quantity in Bags/Net Kilograms - State the actual number of bags and weight in net kilograms of the stock to be issued. Basis of the “QTY” in kilograms shall be the standard weight of 50 kg per bag.
7.
O.R. No. - for issues to sales, indicate the reference official receipt number evidencing receipt of payment from the buyer/customer.
8.
Transaction - Indicate the nature of transaction whether sales, transfer, drying, milling, reconditioning, remilling, replacement, grains exchange, disposition , in-warehouse transactions. Enclosed in parenthesis beside the nature of transaction, indicate the corresponding activity code of the transaction.
9.
Name of Customer and Address - Indicate the name of the person or establishment to whom the stock will be issued. If the stocks will be issued to a group or organization, the name of the organization and the corresponding address shall be entered.
Examples:
a. Mr. E. Reyes will be issued the stocks, nature of transaction is sales:
Name of Customer
E. Reyes
[ x ] Retailer [ ] Institution [ ] Others
Address:
Novaliches, Quezon City
b. Stocks will be issued to an institution - The PNRC
Name of Customer
PNRC
[ ] Retailer [x ] Institution [ ] Others ______
Address:
E. Rodriguez Sr. Ave., Quezon City
c. Stocks in Elizalde Warehouse in Iloilo will be transferred by sea vessel
to NFA Cebu at Warehouse # 36. The Warehouse Supervisor is Raul
Cabulao.
Name of Customer
Raul Cabulao
[ ] Retailer [ ] Institution [ x ] Others
WS II
Address:
NFA Cebu
d. Partially damaged stocks in Delgado Warehouse will be remilled at Pureza Warehouse. In accordance with SOP No. GM-PG03 entitled Accountability for Stocks in Process effective June 15, 1988, the Sr. GOO (POO) will issue an AI addressed to the Sr. GOO (WS II ) of Delgado Warehouse with “TRANSFER” not remilling, as nature of transaction. The customer shall therefore refer to the accountable officer (Levi Leviste) at the ricemill in Pureza Warehouse.
To: WS II - Delgado Warehouse
You are hereby authorized to issue to the person/establishment statement below
Name of Customer
Levi Leviste - NFA Ricemill
[ ] Retailer [ ] Institution [ x ] Others
MPO - Pureza Whse
Address:
Pureza Warehouse, Manila
Subsequently, the Sr. GOO (POO) will issue another AI addressed to the Pureza Warehouse with remilling as nature of transaction. The customer shall now refer to the NFA ricemill.
To: Levi Leviste
You are hereby authorized to issue to the person/establishment statement below
Name of Customer
NFA Ricemill
[ ] Retailer [ ] Institution [ x ] Others
NFA Plant Engr.
Address:
Pureza Warehouse, Manila
e. From NFA Warehouse to Private mill. Procured palay in storage at the NFA Ligao Warehouse will be issued for milling to a private miller, D.B. Redito Rice Mil
To: Ligao Warehouse WS II
You are hereby authorized to issue to the person/establishment statement below
Name of Customer:
D. B. Redito Ricemill
[ ] Retailer [ ] Institution [ x ] Others _
Contracted Miller__
Address:
OAS, Albay
10. Per Unit/Total Amount - Indicate the unit price and total amount (price x Qty) for all sales (cash or credit). If cash, entries are always based on the OR.
11.
THS - the trucking, handling and sack charges (THS) relative to the sale of the stock shall be indicated on the blank provided for. THS charges usually take place when stocks are delivered to the indicated addresses of the customer.
12.
Total - Actual amount to be paid by the customer
,
inclusive of THS.
13.
Certified - this portion shall be signed by the APM/Sr. GOO (Provincial Operations Officer) certifying to the authorization order. The printed name of the aforementioned shall likewise be indicated under the signature.
14.
Approved - This portion shall be signed by the Provincial Manager/OIC approving the authorization order. The printed name of the Provincial Manager/OIC shall likewise be indicated below the signature.
15.
Served - this portion shall be signed by the Sr. GOO (WS II) upon completion of transaction. The face of the AI shall also be marked boldly with ‘FULLY SERVED” with a double underline.
16.
Remarks - when applicable, indicate the wire authority number.
IV. WAREHOUSE STOCK ISSUE (WSI)
1.
PROVINCE/WAREHOUSE - Identify the name of the issuing warehouse and province where it is situated.
2.
CODE - Indicate the warehouse code. The code is a six-digit numeric entry, the first two (2) refers to the region code; the next two (2) to the province code and the last two (2) to the warehouse code.
3.
ISSUED TO : - Indicate the name of the person or the entity to whom/where the stocks were issued.
4.
ADDRESS - Show full address of the person/entity to whom the stocks were issued (WSI).
5.
RECIPIENT’S NAME/SIGNATURE - The recipient who is the authorized representative affixes his signature over his printed name.
6.
QTY. IN BAGS, GROSS KILOGRAMS - Indicate the total number of bags issued and the corresponding gross kilograms.
7.
NET KILOGRAMS - Indicate the weight in kilograms of the stocks itself. This is equal to the gross weight in kilograms minus the sack weight.
8.
TRANSACTION - Refer to the nature of transaction indicated in the AI. Enclosed in parenthesis, write beside the nature of transaction the corresponding activity code.
9.
DAY-MO-YR- Indicate the date when stocks are issued and when the document is accomplished.
10.
AI NO.:
- Indicate the series number of the corresponding Authority to Issue which is the basis for issuing the stocks.
11.
OR No.: - For sales, indicate Official Receipt number as noted in the corresponding AI.
12.
SCALE-SERIAL NO.:, CAPACITY; BRAND - Indicate the serial number, capacity and brand of the platform or truckscale used in weighing the stocks.
13.
VARIETY CODE - Specify the commodity code of the stocks issued. The Code is a six-digit alphanumeric code (e.g. regular milled rice bagged in 50 kg capacity polyprophelene bag carries the code RMR A 50).
14.
AGE OF STOCKS - Indicate the actual age of stocks in months. Indicate in the Remarks portion the reference date (refer to SOP on Revised Grains Quality Control and Information System.
15.
%
MC - Indicate percent moisture content reading made by the SQAO.
16.
%
PURITY - Indicate percent purity as cited by the SQAO.
17.
STOCK CONDITION - Specify the condition of the stocks issued by marking an “X” on the appropriate box.
18.
BAGS-KILOGRAMS-BAGS - This portion shall serve as tally sheet for quantity and weight reading.
19.
CHECKED-/WEIGHED BY - Checker/weigher prints name and signs after all stocks have been weighed.
20.
CLASSIFIED BY - SQAO prints name and signs after indicating the variety code, age of stocks, %MC, % purity and condition of the stocks.
21.
CERTIFIED CORRECT BY - The WS II certifies to the correctness of the entries by printing his name.
22.
NAME OF CARRIER:- The WS II indicates the name of the carrier/hauler contractor.
23.
INSPECTED BY: - The guard prints name and signs after verifying the quantity and variety indicated on all copies of the WSI as against recorded entries in his logbook based on previously presented copies of the AI/SIA.
24.
DRIVER’S NAME/SIGNATURE - The driver of NFA -owned or contracted trucks prints and signs his name acknowledging receipt of stocks for delivery.
25.
TRUCK NO. - Indicate the truck no. of the actual carrier which delivered/withdraw the stocks for all transactions.
26.
REMARKS - This space shall be used for additional notes/comments by the WS II or SQAO such as citing of series numbers of WSR in the WSI for technical transactions.
GUARD STUB
(Carrier’s/SDO)
27.
VARIETY CODE - The guard, upon inspection of the stocks withdrawn from the warehouse, indicates the variety of the stocks.
28.
QUANTITY IN BAGS
-
The guard indicates the quantity of stocks withdrawn from the warehouse, as per physical count, in bags.
29.
TIME-OUT - The guard indicates the time the truck left the warehouse.
30.
TRUCK NO.: - The guard indicates the number of truck to be used for delivery of the stocks.
V. EMPTY SACK RECEIPT (ESR)
1.
Province/Warehouse - Indicate the name of the receiving warehouse. The CODE is a six digit number space for the region, province and warehouse codes, each with 2 digit entries.
2.
Received From/Address - Indicate the name of person/establishment from whom the empty sacks were received and its full address. For transferred MTS from another warehouse, indicate the province/warehouse code from whom the MTS were received.
3.
ESI No. - If the nature of transaction is transfer, write the reference ESI No.
4.
Date - Indicate the date when empty sacks were received following day/month/year order.
5.
Transaction - Indicate the nature of empty sack receipts.
6.
Type/Capacity - Indicate the type/capacity of the sacks using the existing MTS coding system.
7.
Indicate the quantity issued for each CONDITION of every type/capacity of MTS received on the appropriate columns. Indicate in the TOTAL column the total number of sacks received for each type/capacity, regardless of condition.
8.
CERTIFIED CORRECT/ACKNOWLEDGED RECEIPT - the WS II certifies to the correctness of the entries and acknowledges receipt of the sacks by printing his name and affixing his signature over it.
9.
REMARKS - this space shall be used for additional notes/comments by the WS II
VI. SACK ISSUANCE AUTHORITY
1.
Province -Warehouse - Indicate the name of the province and issuing warehouse. the CODE is a six digit number space for the region, province and warehouse codes, each with 2 - digit entries.
2.
TO - Indicate in full the first and last name of the Sr. GOO (WS II) to whom the SIA is being addressed.
3.
DAY-MO-YR - Indicate the date when the SIA is prepared. This is a six digit entry for the day/month/year.
4.
Transaction - Indicate the nature of transaction.
5.
Selling Price/O.R. No./Date - this portion shall be filled up only in case of sale of unserviceable empty sacks, or in case of sale of MTS to retailers to be used as containers for filler stocks.
6.
Name of Customer/Address - Indicate the name and address of receiving accountable officer to whom the sacks will be transfered, the winning bidder for sale of unserviceable MTS or retailer for sale of MTS as container for filler stocks; miller- contractor or accountable officer for milling, supplier in case of replacement of rejected sacks.
7.
Type/Capacity - Indicate the type/capacity of the sacks using the existing MTS coding system.
8.
Condition - It shall refer to the condition of the MTS to be issued by the WS II (Sr. GOO). May either be Brand new, Serviceable, or Unserviceable. Indicate the quantity issued for each condition of every type/capacity of MTS to be issued on the appropriate columns. Indicate in the TOTAL column the total number of sacks issued for each type/capacity, regardless of condition.
9.
Certified - To be signed by the SR. GOO/APM certifying to the authorization order.
10.
Approved - To be signed by the Provincial Manager/OIC approving the authorization to issue MTS.
11.
Served - To be signed by the WS II (Sr. GOO) upon completion of transaction. The last (4th) copy shall not be released/returned by the WS II to the authorized carrier/representative until all the stated quantity per the SIA have been issued.
12.
In case of MTS transfers, the name of the Authorized Carrier, the Driver’s Name and the Truck No. shall be indicated.
VII. EMPTY SACK ISSUE (ESI)
1.
Province/Warehouse and Code - Indicate the name of the issuing warehouse and province where it is situated. The code is a six-digit entry. The first two (2) referring to the region code, the next two (2) to the warehouse code.
2.
Issued To/Address - Indicate the name and address of the person to whom the sacks will be issued to wit:
For Transfers - receiving Regional Director/PM/OIC or WS II
Sales - winning bidder
Milling - Miller contractor
3.
Transaction - Indicate nature of sack issuance, as indicated in the Authority to Issue or Sack Issuance Authority. Enclosed in parenthesis, indicate beside the name of transaction the corresponding activity code.
4.
DAY/MO/YR - Indicate the date when ESI is being accomplished.
5.
Recipient’s Name/Signature - the recipient who shall always be the authorized representative affixes his signature over his printed name.
6.
SIA No. - Indicate the series number of SIA authorizing the sack issuance.
7.
O.R. No. - In case of sale of unserviceable MTS, indicate Official Receipt number evidencing payment of buyer/customer.
8.
Truck No. - Indicate the plate number of the carrier.
9.
Type/Capacity - refer to existing MTS coding system.
10.
Indicate the quantity of sacks issued for each condition (Brand new, serviceable, and unserviceable) on the tally portion of the ESI. Add the number of sacks issued for each type/capacity, regardless of condition and indicate in the TOTAL column.
11.
Certified Correct - the WS II signs his name to certify the correctness of the entries in the form.
12.
Inspected by - The Security guard on duty affixes his signature over his printed name after inspection of the sacks withdrawn from the NFA warehouse. He then indicates the empty sack type/capacity, the number of MTS issued in pcs/bale, the truck number and the date and time the truck left the NFA compound. He then tears off the GUARD’s STUB portion and keeps it on file.
13.
Received Above For Delivery - The driver (NFA trucks or contracted hauler) prints and signs his name on the DRIVER’S NAME/SIGNATURE portion. This portion shall also serve as evidence of the of the contract between the CARRIER and the NFA to safely handle the empty sacks from the issuing warehouse to the agreed delivery point.
14.
The WS II (Sr. GOO) indicates the name of the AUTHORIZED CARRIER which actually delivered the stocks.
15.
Remarks - This space shall be used for additional notes/comments of the Sr. GOO (WS II).
VIII. WEIGHER’S TALLY SHEET (WTS)
1.
Code - A six - digit numeral, the first two (2) refer to the region code, the next two (2) to the province code, and the last two (2) to the warehouse code.
2.
Nature of Transaction - Indicate whether rebagging, repiling, reclassification, or packaging.
3.
AI No. - Indicate the series number of the AI authorizing the in-warehouse movement.
4.
Day/Month/Year - Indicate the date when WTS was prepared using a six-digit code.
5.
Stocks from Pile - Indicate the previous variety (three digit entry referring to the cereal type code), sack type capacity (three digit entry referring to the sack capacity code), and the condition of the stocks taken from pile for rebagging, repiling, reclassification or packaging.
6.
Stocks Weighed - Indicate the new variety code, sack type capacity code and stock condition after reclassification, rebagging, repiling or packaging.
7.
QTY In Bags - Indicate the number of bags of stocks taken from pile.
8.
Total QTY in Bags/Total QTY in kg - After weighing, indicate the total quantity in bags and in kilograms.
9.
Bags-Kilograms-Bags - The quantity in bags and in kilograms shall be indicated on the tally portion for every scale weighing.
10.
Checked/Weighed by - Checker/Weigher or warehouse assistant prints his name and affixes his signature.
11.
Classified By - SQAO affixes his signature over his printed name.
12.
% MC - Indicate the % moisture content of stocks for in-warehouse movement.
13.
Certified Correct By - The WS II certifies to the correctness of the entries by affixing his signature