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DATE ISSUED
First Issue
TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS To define the procedure in handling dispatch audit of outgoing deliveries and material transfers Start: Receipt of Delivery Receipt (DR), or Material Transfer Report (MTR) End: Review and analysis of dispatch reports SCP Balayan
PURPOSE
SCOPE
COVERAGE
Group
PHC
OWNERSHIP Division
Internal Audit
Unit
Dispatch Audit
SIGNATORIES
Prepared By:
POSITION
SIGNATURE / DATE
IMPORTANT. Any proposed change in this document must be coursed through the owner of the document with the use of a Policy/ Procedure Change Notice (PPCN). Document Control Center (DCC) is solely authorized to reproduce and distribute copies of this document. DOCUMENT CONTROL STAMP
R. D. Salazar
Reviewed By:
G.Y. Pechayco
Audit Head
CONTROLLED COPY # :
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
CONTROLLED DISTRIBUTION
DOCUMENT CONTROL UNIT (DCU) Off.of the Pres.-COO PSCC Off.of the Pres.-COO-PMPI/ SFPI Off.of the Pres.-COO-SCP Off.of the EVP-Corp. Services SCP Balayan PSCC Cabuyao PMPI- Carmona PMPI Cebu SCP-Technical Services SCP- Finance PSCC/ PMPI Finance Group Treasury HRMD Sales DM Marketing Logistics SFPI Sales IM SCP Materials Management Group Internal Audit Systems and Procedures (Document Control Center) Special Copy(ies): SPECIAL COPY NUMBER (Master Copy) AUTHORIZED RECIPIENT AREAS COVERED BY DCU Off. of the Pres. PSCC Off. of the Pres.PMPI, SalesBP, SSD, SFPISales Off. Of the Pres.-SCP Off. Of the EVP-Corp. Services All Depts. In SCP- Admin Bldg. All Depts. In PSCC-Cabuyao Plant All Depts. In PMPI-Carmona Plant All Depts. In PMPI-Cebu Plant SCP-TSD; also, SCP-Production, Engineering, Maintenance, QA/QC, Plant Logistics SCP Finance, Sales-IM Finance PSCC/ PMPI PHC Group Treasury & Controllership HRMD, Corp. Legal Sales-DM, Customer Service-DM Marketing Services, Marketing Research Purchasing(Central & Strategic), Traffic, IMPEX All Depts. In SFPI Plant Sales IM SCP Raw Materials, General Stores, Warehouse Group Internal Audit Off. Of the Chairman, S&P
NAME
AREA
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET TASK 1.0 Receive any of the following transfer or delivery: Delivery Receipt (DR) Material Transfer Receipt (MTR) 2.0 Check for clarity of details written on the DR / MTR 3.0 Check for completeness of the signatories 4.0 Receive truck / crated products for checking 4.1 Inspect for completeness and clarity of labels and tags on the loaded items 4.2 Check quantity and specification of finished goods/ materials if tallied with what is indicated in the DR or MTR 4.3 Check weight and record result using the Weighing Report Form(1) 4.4 Crated products are checked based on the attached tag signed by the Dispatch Auditor who verified the sheets before it was wrapped. 4.5 Record all inspection done using the following forms: Daily Dispatch Checking Report(2) Countsheet(3) Dispatching Discrepancy Report(4) (To be accomplished for discrepancies found) 4.6 Sign DR/MTR to confirm verification of items for delivery DR Forward all DR copies to Gate Guard through Truck Driver MTR Detach the white copy for filing
RESPONSIBILITY
REF./ SPEC.
Dispatch Auditor
Refer to Work Instructions (WI) 5 and 6 Refer to Annex 1 for sample form and WI 1
(This activity is applicable for crating products only)
(1)
(2)
Dispatch Auditor
Refer to Annex 2 for sample form and Work Instruction 2 (3) Refer to Annex 3 for sample form
(4)
Dispatch Auditor
Dispatch Auditor
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET 4.7 Check the number of pallets, coil saddle, and dunnages if tallied with what is indicated in the Pallet Lumber Issuance Receipt (PLIR). PLIR Detach the green copy for filing and forward the other copies the Gate Guard through Truck Driver 5.0 Prepare a monthly summary report on the following: Monthly Dispatch Checking Report (MDCR) (6) Submit this report to the PHC Vice President, Plant Manager, and MMD Head Dispatch Discrepancy Summary Report(5) Submit this report to the department responsible for the discrepancy, MMD Head, and Plant Accounting 6.0 Review and analyze reports 6.1 Analyze occurrences of discrepancies and detect any trend 6.2 Make a recommendation or suggestions, in coordination with the involved personnel, in order to help solve the problem 6.3 Submit this report to the Chairman.
Dispatch Auditor
(6)
(5)
Plant Manager
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
Dispatch Audit
Weighing Report Date Trucking Co. Plate No. Gross Wt. Tare Wt. Net Weight Delivery Receipts G A B C D E F
In Metric Tons In Metric Tons In Metric Tons
Remarks
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
WORK INSTRUCTION 1
A B C D E F G H
Enter date Identify the name of the trucking company Identify the Plate No. of the truck to be weigh Enter Gross Weight of truck Enter Tare Weight of truck Compute and enter the Net Weight Note the Delivery Receipt No. (DR No.) corresponding to the loaded items Provide total weight computation for the pallet and dunnages to be deducted on the difference of DR/MTR weight against actual weight.
Dispatch Auditor
1. Weigh empty truck and print result at the back of the form which is to be countersigned by the dispatch auditor 2. Record result as Tare Weight at Code E 3. Load truck with items listed on the Delivery Receipt 4. Weigh loaded trucks and print result at the back of the form which is to be countersigned by the dispatch auditor 5. Record result as Gross Weight at Code D 6. Deduct Tare Weight from the Gross Weight to get the Net Weight. Record result at Code F 7. Countersign Net Weight Result 8. Compute the weight of the Pallets/ Dunnages/ Packaging Materials used and deduct from the Net Weight. Plant Accounting Supervisor to check the computation on the Pallet and Dunnages made by Dispatch Audit and countersign the net weight. 9. Weight discrepancy for investigation can only be determined when a set of accepted tolerance is established. In view of the changing parameters of the actual coil thickness and the set theoretical weight in the computerized inventory system, an evaluation and study on the acceptable tolerance must be established at the plant. 10. If the accepted tolerance is established and weight discrepancy exists, the Dispatch Auditor will present his Countsheet to the Plant Accounting Supervisor to check the source of the sheets under contention and determine if the theoretical weight used in the preparation of the Delivery Receipt is correct or the tagged weight of coil is the same with the Production record.
DOCUMENT CONTROL STAMP
EVP-COO (SCP) PRESIDENT - COO (PSCC) PRESIDENT COO (PMPI/ SFPI)
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
K N
L M
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
WORK INSTRUCTION 2
Dispatch Auditor
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET ANNEX 3 COUNTSHEET
(Please see next page for the Work Instruction of this Form)
A B E
C D
G
H I
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
WORK INSTRUCTION 3
COUNTSHEET FORM
CODING A B C D E F G H I INSTRUCTION Enter the date Note the Delivery Receipt No. (DR No.) corresponding to the items loaded Identify the name of trucking company Identify the Plate No. of the truck under audit Indicate the specification (e.g. GL x 915 x 2440 FS) Note the quantity of items to be loaded and its corresponding tag no. Compute for the running total of the quantity Obtain signature of driver to confirm the correctness of the count Provide any remarks/notes relevant for the activity ACCOMPLISHED BY
Dispatch Auditor
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
A B
C D
G H I J K L M
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
A B C D E F G H I J
K L M
Assign Control No. which must be sequential Enter the date of accomplishment Identify the Philsteel ABU to which the discrepancy is directed Identify the involved department Choose from the list which product was found to have Dispatch Auditor discrepancy. Specify on others portion if not found on the list Provide details on the discrepancy found Provide any remarks/ notes relevant to this activity Identify if Warehouse Inventory has been affected by the discrepancy found Enter name and corresponding designation, and sign Loader Enter name and corresponding designation, and sign Finishing Line Personnel, QA/QC Inspector Enter name and sign Note the Delivery Receipt No. (DR No.) or Job Order No. (JO Dispatch Auditor No.) related to the items loaded Provide the verification time
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
09/12/10 SCP ACCD-1-611 09/06/10 SCP ACCD-1-612 09/08/10 SCP ACCD-1-613 09/13/10 SCP ACCD-1-614 09/13/10 SCP ACCD-1-615 09/17/10 SCP ACCD-1-616 09/20/10 SCP ACCD-1-617 09/21/10 SCP ACCD-1-618 09/22/10 SCP ACCD-1-619 09/25/10 SCP ACCD-1-620 09/23/10 PMPI CEBU ACCD-1-001C 09/23/10 PMPI CEBU ACCD-1-002C 09/29/10 PMPI CEBU ACCD-1-003C
CORR CORR PLAIN PLAIN PLAIN CORR CORR CORR CORR PLAIN S.TILE V. GUTTER SPANDEK
PRIME -1 T#667151/S2/08-24-10 PRIME 1 A. ALDAY PRIME -1 T#664867/S2/08-31-10 PRIME 1 A. ONA PRIME -1 T#664857/S1/08-31-10 PRIME -1 CRATING T#631216/S2/09-14-10 PRIME 1 A. ALDAY PRIME -2 T#620795/S3/09-09-10 PRIME 1 T#631071TO72/S3/09-11 PRIME 1 A. ALDAY PRIME ERRONONEOUS LOADING O. POLBOS PRIME ERRONONEOUS LOADING O. POLBOS PRIME 1 O. POLBOS
Dispatch Auditor
5 6 7
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
MONTH:
December 2010
SHEETS Plant Delivery 1 2 3 4 5 PSCC-Cabuyao PMPI-Carmona SFPI-Bulacan PMPI-Cebu SCP-Balayan Total Note: 254 61 182 115 612 Prime Qty. 54,002 18,027 36,902 658,133 767,064 Weight 659.27 110.65 154.84 2,845.35 3,770.11 Delivery 18 5 23 Seconds Qty. 379 17,438 17,817 Weight 37.55 138.59 176.14 Delivery 22 2 24
TOTAL Delivery 57 312 65 182 131 747 Weight 1,724.87 1,562.91 131.54 154.84 3,238.19 6,812.34 -
Number of deliveries stated above includes sheets, coils, materials transfer and scrap hauling.
Dispatch Auditor 1 2 3 4 5 6 7 8 9 10 11 12 13 Alvarez, Sebastain Bables, Melchor Bantatua, Francisco Cabiling, Joel Dayag, Joel Gallardo, Ford Lindog, Richard Gonzales, Gerardo Butad, Jimmy Jonson, Teodoro Lopez, Francisco Oliva, Mario Tabiolo, Vinson Total
Sheets Qty. 19,056 8,492 15,800 47,781 18,752 107,335 17,846 140,279 181,680 227,860 784,881 Mt. 86.20 57.08 276.51 459.56 98.82 514.60 68.63 591.28 834.72 958.85 3,946.25
Scrap Mt. 12.57 7.32 9.93 14.04 84.12 64.05 86.43 20.35 298.81
Total Sheets 19,056 8,492 15,800 47,781 18,752 107,335 17,846 140,279 181,680 227,860 784,881 Mt. 86.20 57.08 464.03 973.82 1,138.12 118.18 598.72 68.63 655.33 921.98 979.20 751.06 6,812.34
CHAIRMAN - CEO
PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES AND MATERIAL TRANSFERS DEALERS MARKET AND INDUSTRIAL MARKET
Dispatch Auditor
CHAIRMAN - CEO