PROCUREMENT SIMPLIFIED PROCESS FLOW
In-Charge
Requesting Party
Procurement Office
Accounting Office
*Procurement Office
(Applicable only to Common
items & Hot Items)
*Technical Consultant
(Applicable only to Common
items & Hot Items)
Procurement Office
Requesting Party
Accounting Office
Purchasing Office
Supplier
Receiving Unit
(Warehouse or IT Center)
Purchasing Office
Accounting Office
Process Description
Secures MRF from the Purchasing Office, fills up the
MRF item description and specification of the items being
requested then submit to Procurement Office.
Obtain budget
Sends MRF to Accounting Office for budget clearance
clearance
from Accounting Office – Budget Section.
Budget Clearance Verifies if the item requested is listed in the approved
budget of the department.
Request for Technical Sends MRF for approval and request technical
Specification specification from ITS or PFO or IMS or STRATCOM
(which ever is appropriate to the item being
requested).
Technical approval
Attached the required detailed specification needed in
the canvassing to the MRF then return it to
Procurement Office.
Canvass Report 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
PRS 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
Budget certification
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
PO documents to its intended recipients.
Deliver goods to the Warehouse Inventory and
Deliver Goods
Monitoring Office (for materials and supplies), to the
IT Center (for computers), or to the Requesting Party.
Inspects items and quantity and compares details
Prepares RR between the Supplier’s 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 Supplier’s Invoice to the Purchasing Office.
Consolidates all documents and submits the same to
Consolidates all the Accounting Office for the processing of payment.
documents
Matches invoices against PO and RR and verifies
Prepares Check payment authenticity and accuracy of the supplier’s invoice and
other supporting documents. Prepares and issues
check payment to suppliers.