9. Inspection and Acceptance of Goods and Services

Receipt and disposition of goods and/or services validly purchased/contracted by the agency.

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Office or Division:

Administrative Division

Classification:

Simple

Type of Transaction:

G2B – Government to Business

G2G – Government to Government

Who may avail:

Supplier of Goods and/or Services / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1 original copy of Delivery Receipt/ Sales Invoice

Supplier of Goods/Services

2 copies of Inspection and Acceptance Report (1 original, 1 duplicate)

Administrative Division

1 original copy of Material Requisition Form

Administrative Division

Property Tag Sticker (1 original to be attached to capitalizable goods)

Administrative Division – Property Officer

Masterlist of Property and Equipment

Administrative Division – Property Officer

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.1. Deliver goods/ Performs service contracted

 

1.2. Wait for the initial

inspection and

receipt of delivery

1.1. Check

completeness of

delivery based on

required documents.

 

1.2. Sign received

portion of DR/Invoice

None

1 hour

Property Officer

Administrative Division

 

None

1.3. Advise End-user and/or Technical Working Group to act as inspector of goods delivered and/or services performed by contractor.

None

1 minute

Property Officer

Administrative Division

None

1.4. Check completeness of delivery based on the documents. / Evaluate the propriety of services performed by contractor.

None

1 hour

End-user / Technical Working Group

None

1.5. Inspect goods and/or services received and indicate any findings in the Inspection and Acceptance Report

None

2 hours

End-user / Technical Working Group

COA Representative

None

1.6. Receipt and

acceptance of delivery by end-user.

None

5 minutes

End-user

None

1.7.1. Prepare Property Tag Number and attached to the goods received (for goods valued at more than Php 15,000.00)

 

1.7.2. Issue Material Requisition Form to End-user (for goods valued at more than Php 15,000.00)

None

30 minutes

Property Officer

Administrative Division

None

1.8. Update Masterlist of goods received for inventoriable property and equipment with details on:

- Property Tag Number

- Date of issuance

- Name of receiver/custodian

None

5 minutes

Property Officer

Administrative Division

None

1.9. Collate all documents for transmission to accounting for recording in books.

None

15 minutes

Property Officer

Administrative Division

 

None

1.10.1. Review supporting documents received.

 

1.10.2. Record received goods in eNGAS.

None

10 minutes

Accountant

Finance Division

None

1.11. Arrange the return of damaged goods received or services performed by contractor not in accordance with terms of reference.

None

30 minutes

Property Officer

Administrative Division

 

2.1. Retrieved damaged goods.

 

2.2. Agree on compensation for breach of term of reference in the service provided.

2.1. Return damaged goods.

 

2.2. Agree on reparation for the damage caused, if any.

None

1 hour

End-User’s Division Chief

 

Property Officer

Administrative Division

 

TOTAL

None

4 hours and 36 minutes

 

 

 

 

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