By: Jona Christine C. Lang-ay
Funds downloaded to an agency allocated for the year to supplement its needs require documents as proof that the disbursement of said funds followed the proper procurement process before being approved by the accounting office. The documents needed in a Liquidation Report (LR) start with the preparation of an Activity Request (AR) by a project implementor. An Activity Request contains the title of the project, the objective, the duration of its implementation, the items and the cost needed for the implementation, the signature of the project implementor, the school head, and the administrative assistant, ensuring the availability of funds. However, an AR is not necessary when procuring common-use supplies.
With the prepared AR, a Purchase Request (PR) is then prepared. The PR is a document to formally request the required items and is a form of internal control over the purchasing process. From the PR, a Request For Quotation (RFQ) is prepared in three (3) copies to be distributed to suppliers to ask for pricing. The lowest bidder will supply the needed items and a Purchase Order (PO) is prepared, committing to pay the seller for the sale of said items to be delivered in the future.
After that, Disbursement Voucher (DV) is handed to the supplier for signing, together with the PO, and issued check as payment. The supplier will then provide the receipts and copies of its business permit and Certificate of Registration in the PhilGEPS - the single centralized electronic portal that serves as the primary and definitive source of information on government procurement.
In the LR, Obligation Request Status (ORS) is prepared based on the DV. The ORS is a required document by Commission on Audit for certification of allotment and obligation and for future adjustments of expense accounts. An Abstract of Canvass is also prepared based on the quotations retrieved from the suppliers as a basis for the lowest bidder to supply the requested items.
Upon the delivery of the items, they are inspected for their completeness and consistency based on the receipts and the PR with the terms and specifications of the contract. Immediately after, an Inspection and Acceptance Report (IAR) form is prepared prior to the turnover of items to the supply officer.
Finally, Requisition and Issue Slip (RIS) is prepared by the end-user to request supplies, property and equipment. For tangible items, Inventory Custodian Slip (ICS) is prepared by the Supply and/or Property Custodian for items amounting to less than P50,000 to the end-user to establish accountability over them.
All in all, for an LR to be complete prior to its submission to the accounting office, the procurement forms and all the attachments must be ensured to avoid delays. Attachments include the receipts, a copy of the check issued, photos of the items, the business permit, and PhilGEPS of the supplier. If a monthly report is required, Cash Disbursement Report (CDR) and Report of Checks Issued (RCI) must be prepared and submitted together with the complete procurement forms and attachments.
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