1.

Accounting & Finance

1.1 Accounts Receivables / Billing
1.1.1 Billing will be done by the back office upon coordinating with the Project Manager
to verify the percentage of the works completed and quantities of the supply
delivered and/or installed.
1.1.2 Back office will submit the billing to the client on a specific period that was agreed
upon between two parties from the beginning and stated in the latter’s Notice to
Proceed/Purchase Order to the former.
1.1.3 Once the bill has been fully processed, back office will record the amount of the bill
as sales and will do the corresponding journal entry.
1.1.4 Billing will be submitted to the client thru a messenger/courier, who will be bringing
a receive copy of the bill to be signed by the client’s authorized personnel. Back
office will retrieve the signed receive copy from the courier for filing.
1.1.5 Collection of payment will be done by the messenger/courier who will then issue an
Official Receipt/Sales Invoice to the client. Back office will retrieve the payment
from the messenger/courier.
1.1.6 Upon receipt of payment, back office will record the corresponding journal entry
before depositing it to the bank. For non-cash payments, Checks will be
photocopied first for filing purposes.

1.2 Accounts Payables/Purchasing

1.2.1 It is the Purchaser’s responsibility with regards to company procurement to look for
a competitive vendor/supplier who offers reasonable terms, canvassing and placing
actual orders. He/she will coordinate as well with the vendor/supplier or the
Messenger (for pick-up) to make sure the on time delivery of the procured items at
the assigned site.
1.2.2 Purchases to be used by the back office (e.g. office supplies), upon approval, will be
the Office Secretary or Purchaser’s responsibility, from identifying what to purchase
to the actual procurement of the items with the help of the Messenger.
1.2.3 Upon weekly coordination between the Purchaser and Project Manager, purchases
to be used in the field (e.g. consumables, equipment and tools, construction
materials, PPE and etc.) will be formally requested by the latter, or on his/her
absence a Field Supervisor, using the company’s requisition slip. The said slip will
then be forwarded to the back office wherein the Purchaser will seek for office
approval for the procurement of the items requested. Once approved, back office
will issue the funds (cash or check) to be used and then the Purchaser will
coordinate with the Messenger to procure the items. Delivery of the items to the
project site by the Messenger will follow. The Messenger will bring the requisition
slip and the receiving field staff will affix his/her signature on it acknowledging the
delivery of the items requested. The Messenger will then submit the signed
requisition slip back to the office for filing purposes.
 1.2.4 For purchases that need immediate attention, the Project Manager or a Field
Supervisor will relay the items to the Purchaser by phone. Purchaser will fill up the
requisition slip with the items requested and seek for the immediate approval of the
item(s) requested. Once granted, the aforementioned will coordinate with the
messenger to do the actual procurement. Once purchased, the item(s) will then be
delivered to the project site by the Messenger who will then ask the receiving
authorized field personnel to affix his/her signature in the requisition slip
acknowledging the delivery of the requested item(s) before submitting it back to the
office for filing purposes.
1.2.5 For requested items that will be ordered by phone and will be delivered, the
Purchaser will place the order, upon office approval, and will coordinate with the
vendor/supplier with regards to the mode of payment and delivery of the items.
1.2.6 It is the Purchaser’s responsibility as well to facilitate the payment of various
bills/expenses incurred by the company by gathering statements/bills, seeking office
approval, cutting of checks and payments of the bills with the assistance of the
Messenger. Also, official receipts, sales invoice and delivery receipts received from
the vendor/supplier will be filed by the Purchaser. The receipts and invoices will be
needed for tax purposes.
1.2.7 Purchaser will also act as the Petty Cash Custodian
1.2.8 Purchaser will have participation with regards to bookkeeping task.

1.3 Payroll
1.3.1 Payroll will be done on a weekly basis
1.3.2 Payroll Date will be every Saturday.
1.3.3 Payroll week will start on Thursday (1st shift) of the prior week with a Wednesday
(3rd shift) of the succeeding week cut-off or 3 days before the Payroll Date.
1.3.4 The Payroll Specialist will be responsible for the following:
1.3.4.1 Gathering data from the employee timecards for fixed term employees and
daily paid regular employees the day after the payroll week ends.
1.3.4.2 Processing the data using the payroll software, printing of payroll sheets and
pay slips to be counter checked by the purchaser or office secretary and to be
approved and signed by the Comptroller or VP Finance, check preparation.
1.3.4.3 Encashment of check with the assistance of the messenger.
1.3.4.4 Inserting cash in the employee’s payroll envelope.
1.3.4.5 Releasing of payroll to the employees on the payroll date. He/she must make
sure that all employees must affix their signatures on the payroll sheet
acknowledging the receipt of their salary/wages.