LAGUNA UNIVERSITY

REC’S VILLAGE SANTA CRUZ, LAGUNA

SG REBONG MEDICAL CLINIC

AUTOMATED INVENTORY SYSTEM

(INCLUDES: INCOME/EXPENSES REPORTING)

RICKY JOE MAURICIO

KENNY CABUGAO

JUNVY ABORDO

ALLYSA JEM DERAMA

GENE AILEEN CUBELO

SHAINNAH ARELLANNO

BSA 2A

PROF LUIGI KIM FLORA

 INTRODUCTION

SG Rebong Medical Clinic is a new business in the health service world which is both
sales and service firm. It is established by the owner, Dr. Sharon G. Rebong which resides in
Brgy. Nanhaya, Victoria, Laguna and same goes with her clinic. It is a newly established
business which primary focus is to offer natural healing. It also offers weight management,
nutrition and health counselling, intravenous vitamin C, glutathione, chelation, bioidentical
hormone replacement, detoxification and natural or alternative therapies. Having said that this is
a new business, she doesn’t have much regular patients up to now because she is just starting to
build her business name. In relation, she is also a family doctor in their place.

Dr. Rebong promised herself that she would do private practice but before that she was
basically working in a prestige hospital in Makati city as a trainee doctor. But personal reasons
came that’s why she needed to come back to Laguna because of her parents she needed to look
for. She took this opportunity also to do what she promised herself and that brings her in making
her own clinic.She receives a lot of support from people she can hold on. Her brother helped her
financially and people from their church helped her also through manpower and in prayer.
Everyone contributed what they can offer in order to build her clinic.

This business is currently using the manual type of accounting system. She keeps her
records in a book which she adapts from her previous workplace. She sees it as a convenient
way as she reflects everything there like the name of product, when did she buy it, when did she
pay it and other things related to it.

BACKGROUND

SG Rebong's Medical Clinic was established in 2019 in Victoria, Laguna which is owned
and operated by Dr. Sharon G. Rebong. In 1995, she was trained under a clinic headed by her
superior co- doctor. But later on, she decided to practice her profession in Laguna.

Before the establishment of the clinic, she worked in a certain hospital in Makati as HMO
and regular Doctor for amost 10 years, after that She also worked as a Doctor for almost five
years in the clinic based in Makati wherein, she was trained by her superior Doctor to handle the
clinic. Through this training, she gained a lot of experiences and knowledge which later on
encouraged her to put up her own clinic here at Victoria, Laguna. Aside from this, Doctor
Sharon had also personal reason why she put up a business here, like she had to look for her
parents who are already aging.

According to her, many people helped her to put up the business, namely; her brother who
is also a doctor contributed in terms of finances to cover up expenditures in the construction of
the said clinic and in starting capital, Pastor Joel Barbe, In terms of materials and labor planning
to renovate the existing building to make it look like a clinic, and other church members in terms
of spiritual by helping her pray to make it successful.

On January 18, 2019, the clinic was approved by the BIR followed by the official opening
on February 19, 2019.

ALTERNATIVES

SG Rebong Medical Clinic faces different manual type of operations in accounting for
her newly opened business which is a clinic. Every transactions is being recorded and computed
manually for inventories, purchases, sales ,expense and profit. Since it is just starting and
growing gradually, it has no automated system yet to record all business related transactions.
The information for merchandise purchase and sales are kept in a one “order” logbook that
contains the official and or receipt number, date of transaction, particulars of the item ordered,
quantities purchase, the date when it was sold to the customer. Also, the log sheet includes the
receipt for professional or service fees ,payment for consumable inventories of the clinic like
syringes and other supplies, and for sale inventories. She said that it takes a lot of effort to
account for it properly and sometimes she encounter issues in determining the accurate
merchandise inventories, cost of supplies inventories, total expenditures, gross income and net
income.

SOLUTIONS

There is one main problem regarding the alternatives she is doing as a sole proprietor.
The clinic is still small and just growing gradually, but still, she must practice to use computer or
even one laptop to systematize the recordings of her inventory found in the logbook that she is
currently maintaining. The manual logbook she maintains contains several information that is
solely and important to her which is her inventories and sales logbook. First, the order logbook
she maintains is overly populated with the information she would like to keep. The solution to
that is to form a templated file in excel wherein all of the information she explicitly stated above
will be contained and will be updated up to date. She can also sort things like if she like to
generate reports coming from a certain month, she can do it at ease. Also, for the reports like the
professional fees, services rendered, purchases, and sales. She can also maintain simultaneously
with her inventories that flows out of her using the excel file. Lastly, the computations will also
be accurate when she uses computer especially excel.

Last problem that we would like to address is the pre-ordered medicines/supplies that her
clients wanted to order. Based on our walk through of her processes, she has no premade contract
to her clients when they want to pre-order to her supplies wherein SG Rebong clinic would be
ordering to the manufacturer. She only gets their consent and without writing, she places her
order to the manufacturer for reservation and ordering. We want to address this problem, for
sometimes she encounters cancelation of orders from customers/clients wherein she could not
cancel from the manufacturer once she placed the order. The answer lies on having aPurchase
Order Agreement with her customer. The advantage of having a Purchase order agreement is that
it is like a contract wherein you can demand them a cancellation fee or whatsoever depending on
the terms of agreement what would happen in case of change of mind by the clients/customers.

RECOMMENDATIONS

The SG Medical Rebong’s Clinic is just a newly established clinic in Barangay Nanhaya,
Victoria, Laguna which is actually a branch from the main clinic located in Makati city. Since
the clinic is not widely known yet in the current location, Dr. Sharon is just using an old school
procedure in her own business, such as manual recording and inventory of products using
logbook, manual computation of revenue from products sold out through back-tracking of
recorded transactions, and manual monitoring of available supply in the clinic. According to her,
this old procedure is very time consuming, laborious, confusing, and prone to discrepancies in
terms of identifying ending inventory, as well as sales revenue at the end of every business cycle.
Due to these issues she’s currently encountering in her business, we recommended to her
the following:
  Computerized recording and computation of sales revenue
 Computerized recording of newly arrived inventories and sold out products
 Computerized monitoring and reporting of inventories/expenditures/income
We assured her that through these innovations in her business will at least minimize
labour and errors, fasten the inventory process, accuracy in sales revenue calculation, close
monitoring of available number of supplies in the clinic, and monitoring of expenses and
income. Computerized recording and computation of sales revenue will help her accurately see
the productivity of sales from time to time, as well as keep the records thereof. Computerized
recording of newly arrived inventories will help her make sure that everything is accurately
recorded and counted according to its description, wherein it will be stored in the system and
automatically counts the number of available supplies or inventories. Same goes with the sales
and use of products or supplies, wherein it will show the number of supplies disposed or sold in a
timely manner. Computerized monitoring and reporting of inventories will minimize the office
work in determining the number of left supplies in the clinic. This new system of procedure will
save her time and effort.
LEGALITIES
INTERVIEW WITH DOC. SHARON REBONG(Owner/Operator)