Accounting for Preventive Maintenance of Car Plan

Work Instruction

1. Car Plan holders should monitor/schedule basic Preventive Maintenance Servicing (PMS) of their
unit. PMS Scheduling is based on the prescribed Maintenance Schedule for Vehicle under Car
Plan.

2. Accounting Department should monitor cost charging as applicable and cost services beyond
what is stipulated in the Car Plan Policy.

3. Car Plan holders should coordinate with the Maintenance Planner for the PMS of their vehicle.
Reimbursement transactions pertaining to PMS should also be coordinated.

4. Once the need for PMS has been coordinated, the Car Plan holder should fill up the
Maintenance Request for Extended Car Plan (MRECP) Form PDW009ROP/MRECP. The MRECP
is to be approved by the Plant and Equipment Division head and Plant Rental Manager. For
transactions that are for reimbursement, additional documents such as Request for Payment
AT008ROP (RFPT), Expense Statement for Reimbursement/Liquidation AT021ROP, and the
original copy of Service Billing Invoice from the PMS Supplier / Provider are required. Request for
Payment and Liquidation Report are to be approved and signed by the Immediate Superior of
the Car Plan Holder.

5. Upon receipt of the required documents, Maintenance Planner will create a Subcontract
Request using the Ramco system. Approval of the SCR from the Maintenance Head will initiate
the creation of Subcontract Order (SCO) by the Procurement Department. For reimbursement
transactions, the original copy of the service billing invoice will be the reference document of the
Procurement Department.

6. For Cash on Delivery (COD) transactions, Prepayment Invoice will be processed first by the Plant
Accountant using the Ramco system before performing PMS on vehicles under car plan. For non-
COD transactions, the SCO will be sent to the PMS Supplier and PMS scheduling and activities
will follow.

7. Released service billing invoice from PMS Supplier will be recorded using the Ramco system. It
must tally with the generated SCO before proceeding to the creation of Order-based invoice. If
service billing invoice and SCO do not tally, Procurement specialist would have to edit the SCO
using Amend SCO function of the Ramco system.

8. If the SCO and the service billing invoice are already tally, the Materials Inventory Assistant will
record the PMS transaction in the Ramco System using Goods Receipt (GR) function.
 9. Recorded Goods Receipt will initiate the creation of Order-based Invoice for supplier payment in
the Ramco system. The Plant Accountant will transact Order-based invoices and the Plant
Accounting Manager will approve the transacted invoices.

10. The approved Order-based invoices will initiate Supplier Payment transaction to be done by the
Treasury Assistant using the Ramco System. The Treasury Manager will approve the Supplier
Payment before payment is released.

Capitalized Repair