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OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
1.1.0 SCOPE
These written instructions set out the policies and procedures
for all purchases and payment thereof.
1.2.0 OBJECTIVE
1.2.5 To ensure that all disbursements are made only for authorised
business purposes only and that they are properly recorded and
supported by complete documentation.
1.3.0 ABBREVIATIONS
1.5.0 POLICIES
1.5.2 The CCU centralises the purchasing function for the following
types of purchases:-
Expense Assets and Fixed Assets
Supplies and Stationery
Contracted Services
1.5.20 All Payments are to be made by cheque and the cheques must
be despatched to the Contractors / Suppliers immediately upon
signing by the authorised signatories.
1.5.25 The AP must Hold Invoices when they are under specific
instructions from the Users and / or Management because of
unresolved technicalities or for reasons of Cash Flow. Only
when specific instructions are released the AP shall again
proceed with raising the raising cheques.
1.5.26 All cheques must be crossed A/C Payee Only and signed
according to the LOA.
1.6.0 PROCEDURES
1.6.1.1 User shall submit a PRF to the HOD detailing reasons for the PRF User
procurement.
1.6.1.2 The HOD shall then approve the PRF (upon assessing the PRF HOD
Accuracy and Completeness of documentation, and the
reasonableness of the procurement) before passing it to the
POF at the CCU.
The PRF must be processed by the CCU within two (2) office PRF POF / CCU
working days.
The HOD shall also prepare a Memo if the PRF is rejected, Memo CCU
stating the reasons for the rejection.
1.6.1.3 The POF shall match the PRF against the Budget, indicate the PRF, Budget, POF
recommendations, and initial on the PRF. Memo
If the request is rejected by the CCU, the POF
shall retain a copy of the PRF, and return the
original copy of the PRF together with a Memo to
the User, stating reasons for the rejection.
Document STANDARD
OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
1.6.1.5 Upon receiving the approved PRF, the POF shall raise a 4-part PO, PRF POF
sequentially pre-numbered PO and obtain approval from the
authorised signatories according to the LOA, where
1 copy is sent to the Vendor
1 copy is retained by the POF for the Running Number File
1 copy is retained by the POF for the Supplier File
1 copy will be sent to the LP at the CCU
1.6.2.1 The PS shall submit a PRF to the PM detailing reasons for the PRF PS
procurement.
Document STANDARD
OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
The PRF must be processed by the CCU within two (2) office PRF POF / CCU
working days.
1.6.2.3 The POF shall match the PRF against the PB, the POV, and PRF, PB, POV, PL, POF
the latest PL / Quotations, indicate the recommendations, and Memo
initial on the PRF.
1.6.2.4 If the request is recommended by the CCU, the POF shall PRF POF
hand the PRF to the authorised signatories for approval
(according to the LOA).
Document STANDARD
OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
1.6.5.1 Upon the receipt of physical stocks at the Store, the LP shall DO, PO LP
forward all matched DOs and POs to the POF at the CCU.
1.6.5.2 The POF shall match the Invoices received from Vendors Invoice, DO, PO POF
against the DOs and the POs submitted by the LP.
1.6.5.3 The POF shall stamp each Invoice with the following stamp: Invoice POF
Signature Date
1.6.5.4 The POF shall then forward the Invoice together with a copy Invoice POF
of the PO to the AP.
1.6.5.5 The AP shall check the Invoice against the PO and take up the Invoice AP
Invoice in the Accounting System.
1.6.5.6 If there is any discrepancy between the amount on the PO, DO PO, DO, Invoice, POF / AP
and the Invoice(s), the POF / AP shall: CN, DN
Advise supplier of the difference(s)
Request the supplier to raise a CN to EDARAN for cases
where Invoice(s) amount exceed the DO / PO amount or
Request the supplier to raise a DN to EDARAN for case(s)
Document STANDARD
OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
1.6.6.1 The AFM shall indicate HOLD Invoices that should not be Invoice AFM
paid out yet.
1.6.6.2 The AP shall arrange with the AFM for the raising of Cheques Invoice, Cheque, AP
and PV upon receiving Invoices from the Suppliers. This is PV
with the exception of HOLD Invoices identified by the
AFM.
1.6.6.5 The AFM shall check the PV against the Invoice and Cheque, PV, Cheque AFM
and submit these to the Authorised Signatories for their
approval.
1.6.6.6 Every cheque irrespective of amount paid shall be signed by at Cheque Authorised
least 2 Authorised Signatories as per the LOA (please refer to Signatories
the LOA).
1.6.6.7 The Authorised Signatories shall then check the documents, PV, Cheque Authorised
sign off the Cheque and the PV, and send these back to the Signatories
AP.
1.6.7.1 Upon receipt of the signed Cheques, the AP shall ensure that PV, Cheque AP
the Cheques are duly supported, and file in the PV.
Document STANDARD
OPERATING
PROCEDURE
Index
Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
1.6.7.2 The AP shall then distribute the Cheques according to 1.5.27 Cheque AP
above.
1.6.7.3 For Personal Collections, the AP shall stamp the PV with the PV, Cheque AP
following:
Copy:
Name:
I/C No.:
Signature:
Date:
1.6.7.4 For cheques sent by mail or courier, the AP shall indicate the PV AP
date of posting on the PV as reference.
1.6.7.5 The AP shall then make a copy of the PAID Invoices and Invoice, PV AP
file it up, and extend the original copy of the Invoice, and the
PV, to the PO.
1.9.0 APPENDICES