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DATE

JUNE 7, 2012

TO

ROMEO V. AUSTRIA
GM/President

CC

DEBBIE OCAMPO
HRD Head

FROM
RE

:
LEONISA T. SANTOS, CPA
Audit Head
:

BRANCH AUDIT

Being in-charge of all branch audit operations, I have a proposal to conduct


branch audit to know the operations per branch. We will conduct an audit,
management/personnel set-up review. Below are the lists of Job Orders/Tasks
to accomplished during branch audit/visit.
a. CHECKING OF ACCOUNTABILITIES
b. CHECKING OF COLLECTION REPORT & SALES
c. CHECKING OF REIMBURSEMENT OF EXPENSES AND ITS SUPPORTING
DOCUMENTS
d. CHECKING OF ALL ACCOUNTABLE FORMS SUCH AS OFFICIAL RECEIPTS,
DELIVERY RECEIPTS, SALES INVOICES AND OTHER FORMS
e. CHECKING OF PRINTERS DISTRIBUTION FOR CLIENT
f. CHECKING/INVENTORY OF COMPANY ASSETS SUCH AS COMPUTER
EQUIPMENT, OFFICE EQUIPMENT AND OTHER ASSETS
g. REVIEW OF CURRENT PERSONNEL SET-UP
h. REVIEW OF EXISTING PROCESS FLOW IF IN ACCORDANCE WITH RVAHEAD OFFICE POLICIES AND PROCEDURES
i. PHYSICAL COUNT/ACTUAL INVENTORY OF PRODUCTS
In connection with this, I am deploying Ms. Rochelle Corneta, Audit
Staff and Ms. Elizabeth T. Domingo, Branch Consultant to visit
Calamba Laguna Branch on June 13 -15, 2012 and the next schedule to
follow. They will be submitting an accomplishment report based on
the listed job orders upon their return to workstation.
Thank you for your approval.

Respectfully yours,
LEONISA T. SANTOS, CPA
Audit Head

Approved by:
ROMEO V. AUSTRIA
GM/President

ROMEO V. AUSTRIA TRADING


Makati, Philippines

DATE

APRIL 24, 2012

TO

ROMEO V. AUSTRIA
GM/President

FROM
RE

:
LEONISA T. SANTOS, CPA
Audit Head
:

RVA Pampanga Branch Visit/Audit

I.

Objectives:
The objective of our visit in RVA Pampanga Branch is focus
but not limited to the evaluation/verification/identification of its
present condition specifically its operational process and its
current manpower requirements.

II.

Key Issues:
Currently, the RVA Pampanga Branch has eight (8) manpower
compliments breakdown as follows:
Joana Marie A. Rivera
Roseanne Adriano
Dalisay Galang
Jay C Bancud
Edmar Bungque
Roland Shaw
Jr
John Jayson Tanedo
Jan Kenneth Mercado
Technician

- Officer-In-Charge
- Sales Associate
- Sales Associate
- Sales Associate
- Sales Associate
- Toner Technician
- Printer Technician
Toner/Printer

The branch is task to cover the Pampanga Area and its nearby
Cities and Municipalities. According to Ms. Joana Marie A.
Rivera, Officer-In-Charge currently the problem she is
encountering at present are as follows:
a. BIR Documentation
b. Provision for Service Vehicle
c. Lack of support group specially Technicians and one (1)
accounting staff
d. Lack of available printer for distribution to clientele
Likewise, based on the Audit Team lead by Ms. Elizabeth
Domingos observation the current office have a clean
environment and conducive place to work-in however, it is not
immediately recognizable by the clientele especially the
Walk-In. The signage is not actually visible to the passers-by
thus, the management should make an immediate action on
this matter. There is no storage place for printers, toners and
ink prior to audit but this was already solve and now changes
have been made.
III.

Branch Inspection of Accountabilities:

Assets
Accountability
Changes Made
Upon Inspection

Recommendations

Technician
Tools of other
Even tools are intact, a
Ledger has been made
Tools
technician are in
ledger/logbook of tools
for outgoing
and return
hand of the OIC while
on hand must be available
of
tools used and
Roland Shaw safekeep
subject
for
return and
immediately implemented.
a set of tools for his use.
responsibility for the tools.
Printers for

Contracts of deployed
Separate the contracts coming
Contracts have been sepaDeployment
printers are intact and
from Head Office and Branch
rated and database have
all printers are accounted
and put into a database for been
initiated.
for.
easier tracking of records.
Not all printers are in a
Printers
inside
the
Branch
Printers have been transfer
locked place for safeshould be stored in a locked to a room
with lock and key
keeping.
Room or warehouse
inside
the
Branch Office.
Toners for

All toners are accounted


All
deliveries
coming
from
Logbook have been accompDeployment
for and all deliveries from
the Head Office are doculished for recording of items
The Head office was checked mented however, no logcoming
from Head Office and
Book was available for
items
forwarded by Branch
Immediate reference.
Office.
Stock Database created.
card have been created
No stock card being
inventory count.
accomplished. Not all
Toners are in a lock place
for safekeeping.

Stock Card should be used

Stock

to monitor the flow of

since

inventory.

Office/Computer Each employee has their


Acknowledgement
receipt
Template for AcknowledgeEquipment
own set of computer equip for
equipment
should
be
ment for Equipment (ARE)
ment but no documents of signed by an employee for has been
made and to be
assigning it to the employee.
them to be liable for any
check if followed up on next
Database is available for list damage caused by
audit
period.
of equipment but no property
negligence.
tag. All equipment are in
Property Tags should be
Property
tag sample have
good condition.
Attached to the equipbeen
provided for their
ment for inventory
guidance
and
will be check
monitoring.
If followed.

Sales Invoice/
Official company documents
All documents should be
All documents are transferred
Official Receipt/ which are not used are
locked in a safe place used in a
locked safe place regardDelivery Receipt stored in a lock place.
or unused.
less
of status (used/unused/
(used & unused) Used and paid documents
Indicate the status of the
paid/unpaid).
are placed in a folder per
documents by stamping
client but no indication
PAID so that it cannot
Documents are segregated
of its status.
be used on another
and
a
database has been
occasion.
made
to
monitor aging of
unpaid invoices.
Rubber stamps have
been
requested used for
marking
the documents.
EXISTING PROCESS FLOW OF TRANSACTIONS in RVA PampangaSALES PROCEDURES (New Client)=
a. Sales Officer will obtain contact details and make calls for Client
Profile
b. If items can be provided by RVA Trading, demo schedule would
be arranged with client
c. Upon lapse of standard time frame during demo use of RVA
Trading printer ant toner, Sales Officer follow-ups for either pullout or first purchase order.
SALES PROCEDURES (Repeat Order) =
a. Sales Officer get Purchase Order from client then Request for
Invoice is forwarded to
Branch Manager/OIC. Branch Manager checks and segregates
items within the request
And if items are available, Sales and Delivery Receipt are
prepared.
DISPATCHING FOR DELIVERY
Once the items are available and complete, delivery receipts,
itinerary of travel of assigned employee accomplished indicating
control numbers of company documents to be carried. Items
are checked prior to release with corresponding gate pass then upon
return documents are
checked by the Branch Manager.
ACCOMPLISHMENT OF OFFICIAL RECEIPTS, SALES INVOICES AND
DELIVERY RECEIPTS
Contact Person/Client Representative is approached with items
delivered and let it
accomplished completely the RVA documents with signature over
printed name.
DISPATCHING FOR COLLECTION
Accomplishment of itinerary of employee assigned by the Branch
Manager
If items are complete, control numbers for company documents to
be carried by assigned employee would be recorded in the itinerary
as well.
Upon return, documents are checked by the Branch Manager

It had been observed that RVA-Pampanga Branch flow of transactions


are in accordance with RVA Head Office Policies and Procedures.
BRANCH SALES AND COLLECTIONS:
Branch
Sales for January 2012 =
P 1,189,973.68
February 2012
=
1,251,333.68
March 2012
=
1,226,233.68
As of April 19, 2012 =
1,117,573.68
------------------Total Sales
=
P 4,785,114.72
============
During audit period, the total amount that is receivable from the Pampanga
Branch Officer in Charge is
P 24,700.00. Ms. Joana Marie A. Rivera, Officer-in-Charge said that the said
amount was used as Petty Cash since there was no constant replenishment
from the Main Office. As of audit period, this will be checked with the Branch
Accountant as regards to their transactions to the Main Office. Pertaining to
Branch Collection of RVA Pampanga as of this date they did not submit their
collection reports even follow
-ups have been made up to this time they said that they submit it to Branch
Accountant.
As per audit of branch documents, the Audit Team, Ms Elizabeth Domingo
found out that the following
company documents are missing:
SI # 134499;

OR # 119649 ;

and

OR # 119650

Upon the arrival of the Audit period, the items were observed to be missing
after Holy Week vacation
and the following have proved to be of interest as regards to their lost:
The Officer In Charge since she has access
Roland Shaw, a technician, who is a stay-in employee in the Branch
office
During the investigation, it was found out that Roland Shaw also has access
to the documents because
he is a stay-in technician of the Branch. There was a report from the Officerin-Charge concerning a set
of lost invoice and delivery receipt happened way back January 2012 and
Roland Shaw was also
accountable. During the audit period, Mr Shaw seemed to have been too
curious as to the work done
by the Audit Officer thus telling that he has a part-time job apart from
working with RVA Trading. This
time Ms. Beth Domingo, Audit Officer prompted to advise the Officer-inCharge to put important
documents as well as items in a locked room to assure the safetiness of the
company documents.
Attached is the date of attendance as per period the items is missing. (See
attached)
INVENTORY OF COMPANY ASSETS SUCH AS COMPUTER EQUIPMENT, OFFICE
EQUIPMENT AND OTHER
ASSETS
( see attached)
PHYSICAL COUNT INVENTORY AND PRINTERS

- see attached

Key Risks:

Lack of business planning and understanding of customer needs


is a big risk for a continous business process of a company. The

absence of a BIR documentation may result to unwanted


expenses of the company through penalties and charges that
can be imposed by the National Government particularly the
Bureau of Internal Revenue.
Comments and Recommendations:
With this, may I humbly request an immediate action and
possible alternative the management may do so to be adopted
by the branch and suggestions to address issues and concerns,
to wit:
1. May I suggest the immediate processing of the Branch Official
Receipts to avoid future penalties and surcharges;
2. As to issue No. 2, there must be a Service Vehicle in order to
minimize transportation costs due to increase of
transportation fare in the area as well as accessibility to
deliver items to client mostly in Clark-Ecozone;
3. May I also recommend the hiring of one (1) IT Technician who
specializes in Computer hardware services to dealt with
company client concerns and issues with regards to repairs
and maintenance and One (1) Accounting Staff to address
financial recording and inventory of proper control and
reporting.
4. Lastly, may I recommend pass release of requested printers
for distribution to clientele in good standing.
For your information and guidance.
Reported by:
ELIZABETH T. DOMINGO, CPA
Audit Team

Prepared by:
LEONISA T. SANTOS, CPA
Audit Team

Noted by:
ROMEO V. AUSTRIA
GM/President
DATE

MAY 10, 2012

TO

ROMEO V. AUSTRIA
GM/President

FROM

LEONISA T. SANTOS, CPA


Audit Head

RE

TRANSPORTATION EXPENSE OF CEBU BRANCH

This is to inform you regarding the audit of Transportation Expense for Cebu
Branch covering the period April 10 30, 2012. Listed below are the list of
RVA Cebu employees who incurred transportation expense in line with their
official duties:
1. Mark delos Santos
P 1,526.50
2. Mylene Magboo
99.50
3. Teddy Ardonia
80.00
4. Ferdinand Patricio
2,685.00
5. Jonathan Ortiz
1,795.00

6. Romihildo Cogtas
7. Christian Macatangay
8. Michael Satera
9. Gilbert Jaen
10. Ian Abanes
11. Alexis Labateng
12. Fritz Mana-ay
13. Tommy Balbuena
14. Antonio Punay
15. Martin Camara
16. Henrich Canencia
17. Raul Suerte
18. Cesar Pitalcorin
19. Ruel dela Torre
20. Rafael Ortiz
21. Ludivico Jimenez
22. Vivian Perez
23. Dennis Escarda
24. Leonora Chavarria

321.00
878.00
299.50
287.00
54.00
426.00
588.50
552.00
822.00
25.00
24.00
697.00
1,076.00
725.00
914.50
260.00
107.00
356.00
187.00
--------------Total Transportation Expense
P 14,785.50
============

For your information and guidance.

LEONISA T. SANTOS, CPA


Audit Head

ROMEO V. AUSTRIA
GM/President

Cc: HRD

DATE

SEPTEMBER 12, 2012

TO

ROMEO V. AUSTRIA
GM/President

CC

DEBBIE OCAMPO
HRD Head

FROM
RE

Noted By:

:
LEONISA T. SANTOS, CPA
Audit Head
:

BRANCH AUDIT

Being in-charge of all branch audit operations, May I have the honor to request
permission to travel to our Davao City Branch to conduct branch audit to know
their one-year operations. We will conduct an audit, management/personnel
set-up review. Below are the lists of Job Orders/Tasks to accomplished during
branch audit/visit.
a. CHECKING OF ACCOUNTABILITIES (Accounts Receivables)
b. CHECKING OF COLLECTION REPORT & SALES
c. CHECKING OF REIMBURSEMENT OF EXPENSES AND ITS SUPPORTING
DOCUMENTS
d. CHECKING OF ALL ACCOUNTABLE FORMS SUCH AS OFFICIAL RECEIPTS,
DELIVERY RECEIPTS, SALES INVOICES AND OTHER FORMS
e. CHECKING OF PRINTERS DISTRIBUTION FOR CLIENT
f. CHECKING/INVENTORY OF COMPANY ASSETS SUCH AS COMPUTER
EQUIPMENT, OFFICE EQUIPMENT AND OTHER ASSETS

g. REVIEW OF CURRENT PERSONNEL SET-UP


h. REVIEW OF EXISTING PROCESS FLOW IF IN ACCORDANCE WITH RVAHEAD OFFICE POLICIES AND PROCEDURES
i. PHYSICAL COUNT/ACTUAL INVENTORY OF PRODUCTS
In connection with this, I am deploying Ms. Rochelle Corneta, Audit
Staff to visi/audit Davao Branch on September 13 - 15, 2012. She will
be submitting an accomplishment report based on the listed job
orders upon her return to workstation.
Thank you for your approval.

Respectfully yours,
LEONISA T. SANTOS, CPA
Audit Head

Approved by:
ROMEO V. AUSTRIA
GM/President

DATE

JUNE 7, 2012

TO

ROMEO V. AUSTRIA
GM/President

CC

DEBBIE OCAMPO
HRD Head

FROM
RE

:
LEONISA T. SANTOS, CPA
Audit Head
:

BRANCH AUDIT

Being in-charge of all branch audit operations, I have a proposal to conduct


branch audit to know the operations per branch. We will conduct an audit,
management/personnel set-up review. Below are the lists of Job Orders/Tasks
to accomplished during branch audit/visit.
a. CHECKING OF ACCOUNTABILITIES
b. CHECKING OF COLLECTION REPORT & SALES
c. CHECKING OF REIMBURSEMENT OF EXPENSES AND ITS SUPPORTING
DOCUMENTS
d. CHECKING OF ALL ACCOUNTABLE FORMS SUCH AS OFFICIAL RECEIPTS,
DELIVERY RECEIPTS, SALES INVOICES AND OTHER FORMS
e. CHECKING OF PRINTERS DISTRIBUTION FOR CLIENT
f. CHECKING/INVENTORY OF COMPANY ASSETS SUCH AS COMPUTER
EQUIPMENT, OFFICE EQUIPMENT AND OTHER ASSETS
g. REVIEW OF CURRENT PERSONNEL SET-UP
h. REVIEW OF EXISTING PROCESS FLOW IF IN ACCORDANCE WITH RVAHEAD OFFICE POLICIES AND PROCEDURES
i. PHYSICAL COUNT/ACTUAL INVENTORY OF PRODUCTS
In connection with this, I am deploying Ms. Rochelle Corneta, Audit
Staff and Ms. Elizabeth T. Domingo, Branch Consultant to visit

Calamba Laguna Branch on June 13 -15, 2012 and the next schedule to
follow. They will be submitting an accomplishment report based on
the listed job orders upon their return to workstation.
Thank you for your approval.

Respectfully yours,
LEONISA T. SANTOS, CPA
Audit Head

Approved by:
ROMEO V. AUSTRIA
GM/President

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