DISBURSEMENT MODULE

Set-up: Accounts Payable (AP) processing shall be centralized for all

departments. There shall be two divisions as follows:

Accounts Payable 1
o

Animal Health Products, Feed Ingredients, Dressed Chicken

Ingredients, Supplies

Accounts Payable 2
o

Labor & Services, Construction & Repairs, Growers Fee, Capital

Expenditures

VOUCHER PREPARATION
Items:
For items, Accounts Payable processing shall follow the three-way check. This
means that the following original documents are complete:
a. Purchase Order (For Partial Deliveries, certified true copy should be
attached)
b. Receiving Report (Stamped)
c. Sales Invoice and/or Delivery Receipt
Once the above-mentioned documents are complete, voucher preparation
should be done by the AP Accounting Specialists on or before the weeks cut-of
schedule. All billings countered from last week (Monday to Saturday) shall be
processed not later than Wednesday of the following week, provided all necessary
documents are complete and billings are due already. For billings countered beyond
the agreed payment terms, the payable shall be carried-over on the next cut-of.
After voucher preparation in SAP (refer to Appendix A), the complete
documents will be forwarded to the Accounts Payable Accountant for final
disbursement approval. The documents will be accompanied with a Routing Slip
(Exhibit 1) which shall indicate the important dates and references in relation to the
transaction. After approval of the accountant, the same shall be forwarded to the
Cashier for Check and Voucher printing for transaction requiring check payments.
Otherwise, voucher printing will be done by AP Accountant. Cash/Check vouchers
will then be forwarded to the CFO for cash release/ signing of checks.
Releasing of payments is scheduled every Friday and Saturday by the
Releasing In-charge.
Services:
For service vouchers, the same procedures shall apply except that no RR is
necessary. For service contracts under construction projects, payment request
memo is necessary for the processing of invoice.

Transactions without PO:

For transactions without PO, corresponding attachment should be available to
prove validity of the payment.
CLOSING OF PAYABLES
Closing of payables shall be done by the Accounts Payable accountant not
later than two (2) weeks after payment was released. To do so, refer to Appendix A.
Filing of vouchers shall done by the Accounts Payable Specialist, grouped by
supplier, not later than two (2) weeks after vouchers are closed by the AP
Accountant.

APPENDICES
APPENDIX A
THE SAP PROCESS
1. PREPARATION OF DISBURSEMENT VOUCHER FOR ITEMS
From the Purchasing A/P Module, choose A/P Invoice. The A/P Invoice
window will appear then fill in the Name and the Posting Date. Make sure that
the Item/Service Type is changed to Item. At the bottom right of the window,
click Copy From and then a list will appear, choose Goods Receipt PO. The
List of Goods Receipt PO window will appear. From there, choose the
corresponding Receiving Report that matches with the reconciled suppliers
statement. Once all necessary data are encoded, right click on the window
and choose Save as Draft.
2. PREPARATION OF DISBURSEMENT VOUCHER FOR SERVICES
From the Purchasing A/P Module, choose A/P Invoice. The A/P Invoice will
appear then fill in the Name and the Posting Date. Make sure that the
Item/Service Type is changed to Service. At the bottom right of the window,
click Copy From and then a list will appear, choose Purchase Order. The List
of Purchase Order window will appear. From there, choose the corresponding
Purchase Order that matches with the reconciled suppliers statement. Once
all necessary data are encoded, right click on the window and choose Save as
Draft.
3. VOUCHER APPROVAL
Vouchers will be approved by the Accounts Payable Accountant. Every time
there is a voucher for approval, he/she will be notified in SAP through the
Messages/Alerts Overview. To do the approval process, click the message
from the Messages/Alerts Overview. A Request for Approval window will
appear. Click the Document No. for checking the entry. If all the entries of the
Accounting Specialists are correct, click Add found at the lower left portion of
the window. The Accountant will then supply the necessary details in the
routing slip before forwarding to the Cashier for voucher printing and check
preparation.

4. VOUCHER PRINTING
The system is incorporated with a check writing system. All disbursement or
in the form of check except on some cases which requires cash. The Cashier
will be the one to print the voucher together with the check preparation. To
do this in SAP, click the Purchasing A/P Module and choose A/P Invoice. Press
Ctrl+F to find the voucher number as indicated in the routing slip and print
the voucher. Each voucher printed by the Cashier is accompanied by a check
with the details of payment. The Cashier will then write the details needed in
the routing slip and attach the voucher and check in the documents before
forwarding to the CFO for check signing.
For all payments requiring cash, the Accounts Payable Accountant will be the
one to print the voucher and forward the documents to the CFO for fund
releasing.
5. VOUCHER CLOSING
It is the responsibility of the Accounts Payable Accountant to close the
payables. To do this in SAP, click the Banking Module and choose Outgoing
Payments. Type the name of the Vendor Name, Posting Date (date of check or
date cash is received by the vendor), Due Date and Document Date (date of
closing). Select the document/s being paid. Click the money bag found at the
upper portion of the window for payment means. Enter the necessary details
for payment and click OK. Once all the details are final click Add found at the
lower left portion of the window to finally close the voucher/s.

EXHIBITS
1. Routing Slip
Docs
Received
Date:
Docs
Received
Date:

PO:_____
_
________
_

DR:_____
_
________
_

CI:______
_
________
_

SA:_____
_
________
_

AcPay
Specialist:
____________________
Date:
____________________
Draft Voucher
Number:__________________

RR:_____
_
________
_

1_____2_____

AcPay
Accountant
____________________
Date:
____________________
Approved Voucher
Number:______________
Cashier:
Date:
Check
Number:

____________________
____________________
____________________

2. Disbursement Voucher Preparation