PROCUREMENT SIMPLIFIED PROCESS FLOW

In-Charge
Requesting Party

Procurement Office

Accounting Office

*Procurement Office

(Applicable only to Common

items & Hot Items)

*Technical Consultant

Process
MRF

Obtain budget
clearance

Budget Clearance

Request for Technical

Specification

Technical approval

(Applicable only to Common

items & Hot Items)

Procurement Office

Requesting Party

Accounting Office

Purchasing Office

Supplier

Canvass Report

PRS

Budget certification

PO

Deliver Goods

Receiving Unit

(Warehouse or IT Center)

Purchasing Office

Accounting Office

Prepares RR

Consolidates all

documents
Prepares Check payment

Description
Secures MRF from the Purchasing Office, fills up the
item description and specification of the items being
requested then submit to Procurement Office.
Sends MRF to Accounting Office for budget clearance
from Accounting Office Budget Section.
Verifies if the item requested is listed in the approved
budget of the department.

Sends MRF for approval and request technical

specification from ITS or PFO or IMS or STRATCOM
(which ever is appropriate to the item being
requested).

Attached the required detailed specification needed in

the canvassing to the MRF then return it to
Procurement Office.
Prepares Request for Quotation (RFQ) and sends it to
various suppliers. Thereafter, summarizes quotations
and prepares a Canvass Report, which will be returned
to the requesting party for post-canvass approval.
Evaluate the winning quote, post canvass approve the
MRF then prepares the PRS. Submits the PRS together
with the MRF, Canvass Report, and the quotations to
the Accounting Office for budget-certification.
Assistant Controller for Budget verifies the availability
of funds for such request, initializes the MRF and
returns all documents to the Purchasing Office.
Confirms delivery schedule with the supplier and then
prepares Purchase Order (PO) and sends these
documents to its intended recipients.
Deliver goods to the Warehouse Inventory and
Monitoring Office (for materials and supplies), to the
IT Center (for computers), or to the Requesting Party.
Inspects items and quantity and compares details
between the Suppliers Invoice and the Receiving
Report as reflected in the Oracle System. Prepares
Receiving Report (RR) if everything is in order.
Secures acknowledgement of end user in the RR, then
forwards one copy of the Receiving Report together
with the Suppliers Invoice to the Purchasing Office.
Consolidates all documents and submits the same to
the Accounting Office for the processing of payment.
Matches invoices against PO and RR and verifies
authenticity and accuracy of the suppliers invoice and
other supporting documents. Prepares and issues
check payment to suppliers.