For URC Dept.

1) Make stockcard 1 SKU (all variants) per week)

Note: If said SKU has less variants, then we will add other SKU
2) Cycle Count 15 SKU per week (SKU w/ already stockcard)
3) Reconciliation of actual stocks against generated
4) Check stock location (once a week) once a week
5) Near Expiry Report (every Saturday) every Saturday
6) Over Stocks Report (twice a month) twice a month
7) Encoding of vanselling returns (Monday & Saturday 15 - 30 mins. per salesman
8) Confirmation of vanselling discrepancy 30 mins.
9) Preparation of salesman invoice/s (Monday & Saturday half day
10) Conduct inventory for company invoice & forms 2 - 3 hrs. (twice a month)
11) Checking of used invoices for safekeeping half day - once or twice a week
November 11, 2014

To: Ms. Charlene Diane Te

HR Manager

Procedure in Checking of New Invoice Booklet

1)
Identify the type of invoice to be check. This is to determine the number of copies and its arrangement per
series per booklet.

No. of Sets per No. of Copies per

Invoice Type
Agrichem Packing List (APL)
Cash Invoice- NV
Cash Invoice - V
Cash Slip
Check Voucher
Collection Receipt
Counter Receipt
Credit Invoice - NV
Credit Invoice - V (Globe)
Credit Invoice - V (Big)
Credit Invoice - V (Small)
Credit Memo
Debit Memo
Delivery Receipt - NV
Delivery Receipt - V (Big)
Delivery Receipt - V (Small)
Official Receipt - NV
Official Receipt - V
Order Slip
Pick-up Authorization Slip
Provisional Receipt
Purchase Order
Receiving Fertilizer
TRA - Big
TRA - Small
Withdrawal Slip - Big
Withdrawal Slip - Small
Agdao - Cash Slip
Agdao - Credit Invoice
Venus - Cash Slip
Venus - Charge Invoice
Venus - Official Receipt
Booklet Series per Booklet Arrangement of Series Copies
50 4 original/ yellow/ white/ pink
50 2 original/ yellow
50 2 original/ yellow
100 2 original/ duplicate
50 2 original/ yellow
50 2 original/ yellow
50 4 original/ yellow/ pink/ green
50 4 original/ pink/ yellow/ green
50 4 original/ pink/ yellow/ green
50 4 original/ green/ yellow/ pink
50 4 original/ pink/ green/ yellow
50 4 original/ pink/ yellow/ green
50 3 original/ green/ yellow
50 4 original/ pink/ green/ yellow
50 4 original/ green/ pink/ yellow
50 4 original/ pink/ green/ yellow
50 2 original/ yellow
50 2 original/ yellow
50 3 original/ pink/ yellow
50 2 original/ yellow
50 2 original/ yellow
50 2 original/ yellow
50 3 original/ pink/ yellow
50 4 original/ pink/ green/ yellow
50 3 original/ pink/ yellow
50 2 original/ yellow
50 2 original/ yellow
100 2 original/ duplicate
50 4 original/ blue/ yellow/ pink
100 2 original/ duplicate
50 3 original/ green/ yellow
50 2 origina/ yellow

2) Checking the invoice booklet. The following must be observed:

a) Printed series number must be clear
b) Series number must be in order as well as the duplicate/s. (Ascending order)
c) Check the proper arrangement of series copies. (Based on above table)
d) Any deviation of the above must consult to Ms. Mildred. In the absence of Mildred, look for Ms. Belle

3) Label invoice with booklet number, series number and invoice description
a) Print-out label will be provided by Ms. Mildred
b) Label will be attached at the upper part of the invoice (bind portion) using scotch tape.

4) File the invoice in its proper place

Prepared by:

Mildred Bautista
Mngt. Invty. Staf
November 11, 2014

To: Ms. Charlene Diane Te

HR Manager

Procedure in Filing of Used Booklet

1) Segregate the invoice based on its type.

Invoice Type
Agrichem Packing List (APL)
Cash Invoice- NV
Cash Invoice - V
Cash Slip
Check Voucher
Collection Receipt
Counter Receipt
Credit Invoice - NV
Credit Invoice - V (Globe)
Credit Invoice - V (Big)
Credit Invoice - V (Small)
Credit Memo
Debit Memo
Delivery Receipt - NV
Delivery Receipt - V (Big)
Delivery Receipt - V (Small)
Official Receipt - NV
Official Receipt - V
Order Slip
Pick-up Authorization Slip
Provisional Receipt
Purchase Order
Receiving Fertilizer
TRA - Big
TRA - Small
Withdrawal Slip - Big
Withdrawal Slip - Small
Agdao - Cash Slip
Agdao - Credit Invoice
Venus - Cash Slip
Venus - Charge Invoice
Venus - Official Receipt

2) Sort according to year used. (Descending order)

3) Arrange according to series number.
4) Summarize the series numbers using Microsoft Excel.
5)
Packing should be labeled with invoice type and year used with attached summary of series numbers. (Each side
of the box)
6) File to warehouse for documents.

Prepared by:

Mildred Bautista
Mngt. Invty. Staf
November 24, 2014

To: Shared Services

Procedure in Checking of Salesman Expenses Report (LPG & Globe Dept.)

1) Sort salesman expenses report according to his/ her assigned department

Existing No. of
Sales Department Salesman Name of Salesman
LPG Lacsinto, Jun Vanselling
Agon, Isabelo Jr. Vanselling
Radoc, Fermin Jr. Vanselling
Edaño, Richmond Vanselling
Globe Cabusao, Rizal Area Sales Supervisor
Longakit, Ricky Area Sales Supervisor
Abellana, Abner Area Sales Supervisor
Batayola, Roniebert MAS
Hababag, Kenneth Team Leader
Mesiona, Eric Team Leader
Tudy, Rogie Team Leader
Henry, Pepsidec Team Leader
Rodica, Dennis Team Leader
Decena, Ronnel Team Leader
Papio, Sheene Sales Representative

2) Check the following attachments for each expenses:

Sales Department Attachments

LPG Expenses Report
Receipt/s subject for reimbursement
Globe Expenses Report
Receipt/s subject for reimbursement
Daily Monitoring Sheet

Note: Salesman expenses will not be process when submitted documents is incomplete.

3) Check individual expenses report. The following MUST be checked:

*
All expenses subject for reimbursement must have an issued official receipt or temporary receipt and ticket/s
for toll fee. In case that temporary receipt is use, the name and address of the establishment must be written
on top of the invoice.
*
The receipt and ticket address and date of issuance must coincide on the salesman route based on his/ her
submitted daily monitoring sheet.
*
All issued receipt/s for reimbursement must be addressed to Mars Agriventures & Commodities, Inc.; Mars;
Mars Agri; or MAVCI.
* The type and amount of expense to be reimbursed must be stipulated or written on the invoice.
* Receipt must have a cashier/ collector's signature.
* Any alteration on the receipt must have a collector's signature or initial.
 *
For toll fee expense, ticket must have a stamped/ printed/ written name of municipality, issued date and
collector's signature. (Note: Most of municipalities toll fee has the municipality name stamped on it, these toll
fee ticket do not require a collector's signature.)
* The following are the approved meal allowance:

Department Approved Meal Allowance

LPG Vanselling 40.00/ head (lunch only - salesman & driver)
Globe Area Sales 50.00/ meal (breakfast)
Supervisor
75.00/ meal (lunch/ dinner)
MAS 75.00/ meal (lunch only)
Team Leader 40.00/ meal (breakfast/ lunch/ dinner)
Sales
Representative 50.00/ meal (lunch only)

* The following are the approved lodging allowance:

Department Approved Lodging Allowance

LPG -
Globe 100.00/ night
Sales
Supervisor/
Team Leader
MAS -
Sales
Representative -
All receipts in relation to maintenance purchase such as tire vulcate, bought spare parts, etc. needs prior
approval from his/ her immediate supervisor and must be confirmed to Ms. Gina Baluran/ Ms. Belle Asilom for
* approval.
Any expenses incurred beyond normal and approved daily expense by the sales representatives should be
* verified and approved by Ms. Belle Asilom.

4) Affix your signature on all approved receipts and/ or tickets.

5) Compute total amount of expenses to be reimbursed.

6) Make summary of unapproved expenses using Microsoft Excel. (Sample below)

Mesiona, Eric Salesman name

Claimed Expenses: 254.00 Claimed total expenses by the salesman

Less:
Overcharged expenses:
11/7/14 Meals 2.00
11/11/14 Meals 12.00

Type of expense not stipulated Unapproved expenses and its reason

on the invoice:
11/8/14 Meals 66.00
11/12/14 Meals 54.00

Altered invoice date:

11/10/14 Meals 40.00

Total Unapproved Expenses: 174.00 Total unapproved expenses

Total Re-imbursement: 80.00 Total amount approved for reimbursement

7) Print summary of unapproved expenses and attached on top of the submitted salesman expenses.

8) Make summary of all salesman expenses checked as transmittal to be submitted to Payables department.

9)
Submit all documents to Ms. Janice Balorio. (Note: Deadline for submission of all expenses is every Wednesday of the
week.)

10)
For all expenses submitted beyond Wednesday of the week, it should have an attached explanation letter approved by
Ms. Belle Asilom. Processing for reimbursement of said expenses will be included on the following week with
percentage deduction from the total amount approved for reimbursement.

Percentage Deductions:
* 1st Ofense 10%
* 2nd Ofense 15%
* 3rd Ofense 20%
* 4th Ofense no reimbursement

Prepared by:

Mildred Bautista
Mngt. Invty. Staf
December 02, 2014

To: Ms. Charlene Diane Te

HR Manager

Procedure in Checking of Salesman Expenses Report (Lubes & Agrichem)

1) Sort salesman expenses report according to his assigned department

Existing No.
Sales Department of Salesman Name of Salesman
Lubes Torotoro, Ruel Vanselling
Palma, Arnel Vanselling
Calacar, Jalebert Vanselling
Almacin, Arnold Booking
Mantilla, Oliver Booking - Trainee
Sarcon, Froilan Booking
Naul, Alvin Booking
Claros, Pablito Operation Manager
Agrichem Sinoy, Arnold Booking
Nadela, Jessie Booking
Esparagoza, Noli Booking
Son, Jerick Supervisor
Narvacan, Rhyan Operation Manager

2) Check the following attachments for each expenses:

Sales Department Attachments

Lubes Expenses Report
Receipt/s subject for reimbursement
Shell Drill
Note: For Mr. Sarcon - Daily Monitoring Sheet instead of Shell Drill
Agrichem Expenses Report
Receipt/s subject for reimbursement
Drill

Note:
1) For all supervisors and operation managers, only expenses report and receipt/s subject for reimbursement
are submitted.
2) Salesman expenses will not be process when submitted documents is incomplete.

3) Check individual expenses report. The following MUST be checked:

*
All expenses subject for reimbursement must have an issued official receipt or temporary receipt and
ticket/s for toll fee. In case that temporary receipt is use, the name and address of the establishment must
be written on top of the invoice.
*
The receipt and ticket address and date of issuance must coincide on the salesman route based on his/ her
submitted daily monitoring sheet.
*
All issued receipt/s for reimbursement must be addressed to Mars Agriventures & Commodities, Inc.; Mars;
Mars Agri; or MAVCI.
* The type and amount of expense to be reimbursed must be stipulated or written on the invoice.
* Receipt must have a cashier/ collector's signature.
* Any alteration on the receipt must have a collector's signature or initial.
*
For toll fee expense, ticket must have a stamped/ printed/ written name of municipality, issued date and
collector's signature. (Note: Most of municipalities toll fee has the municipality name stamped on it, these
toll fee ticket do not require a collector's signature.)
* The following are the approved meal allowance:
 Department Approved Meal Allowance
Lubes Vanselling 50.00/ head per meal (salesman & driver - breakfast/ lunch/ dinner)
Note: For Monday - breakfast is included if vehicle jump-off to area before 7:45 am
For Friday - dinner is included when vehicle arrived at site beyond 8:00 pm
Booking 50.00/ meal (breakfast/ lunch/ dinner)
Note: For Davao route - approved is lunch only
Agrichem Booking 50.00/ meal (breakfast/ lunch/ dinner)

Note:
1) Departure and arrival time of vanselling vehicle will be checked at Site-Guard's logbook (main gate).
2) For operation manager, supervisor and for Mr. Alvin Naul, the following is the approved meal allowance:
* breakfast - 50.00
* lunch & dinner - 100.00

* The following are the approved lodging allowance:

Department Approved Lodging Allowance Approved Area

Lubes Vanselling/ 100.00/ head per Digos
Booking night (driver is
included for Lupon
vanselling) Malita
Mangagoy (Bislig)
Maragusan
Marbel
Mati
Midsayap
Mlang
Montevista
San Francisco
Surallah
Tagum
Trento
Tulunan
Agrichem Booking 100.00/ night Marbel
Surallah
Don Carlos
Valencia
Tagum
Lupon
Mati
Bayugan
Trento
San Francisco

Note:
1) For Tacurong area - 100.00/ head per night
2) No lodging allowance for Kidapawan, Cotabato & General Santos City
3) Allowable lodging allowance for area not stipulated above is Php 75.00/ head per night

*
The following are booking salesman who have a fuel package thus, any fare expenses will be confirmed to
Ms. Belle Asilom only.

Department Salesman
Lubes Almacin, Arnold
Agrichem Sinoy, Arnold
Nadela, Jessie
Esparagoza, Noli
 * For Mr. Froilan Sarcon, fare expenses should coincide on his submitted daily monitoring sheet.

Note:
1) Fare for each area should be based on fare summary. (Please open filename:
srvmars\Audit\mildred\unapproved salesman expenses\fare per area)
All receipts in relation to maintenance purchase such as tire vulcate, bought spare parts, etc. needs prior
approval from his/ her immediate supervisor and must be confirmed to Ms. Gina Baluran/ Ms. Belle Asilom
* for approval.
Any expenses incurred beyond normal and approved daily expense by the sales representatives should be
* verified and approved by Ms. Belle Asilom.

4) Affix your signature on all approved receipts and/ or tickets.

5) Compute total amount of expenses to be reimbursed.

6) Make summary of unapproved expenses using Microsoft Excel. (Sample below)

Mesiona, Eric Salesman name

Claimed Expenses: 254.00 Claimed total expenses by the salesman

Less:
Overcharged expenses:
11/7/14 Meals 2.00
11/11/14 Meals 12.00

Type of expense not stipulated Unapproved expenses and its reason

on the invoice:
11/8/14 Meals 66.00
11/12/14 Meals 54.00

Altered invoice date:

11/10/14 Meals 40.00

Total Unapproved Expenses: 174.00 Total unapproved expenses

Total Re-imbursement: 80.00 Total amount approved for reimbursement

7) Print summary of unapproved expenses and attached on top of the submitted salesman expenses.

8) Make summary of all salesman expenses checked as transmittal to be submitted to Payables department.

9)
Submit all documents to Ms. Janice Balorio. (Note: Deadline for submission of all expenses is every Wednesday of
the week.)

10)
For all expenses submitted beyond Wednesday of the week, it should have an attached explanation letter approved
by Ms. Belle Asilom. Processing for reimbursement of said expenses will be included on the following week with
percentage deduction from the total amount approved for reimbursement.

Percentage Deductions:
* 1st Ofense 10%
* 2nd Ofense 15%
* 3rd Ofense 20%
* 4th Ofense no reimbursement

Prepared by:

Mildred Bautista
Mngt. Invty. Staf
November 11, 2014

To: Ms. Charlene Diane Te

HR Manager

Procedure in Checking of Salesman Expenses Report

1) Sort salesman expenses report according to his/ her assigned department

Existing No.
Sales Department of Salesman Name of Salesman
Lubes Torotoro, Ruel Vanselling
Palma, Arnel Vanselling
Calacar, Jalebert Vanselling
Almacin, Arnold Booking
Mantilla, Oliver Booking - Trainee
Sarcon, Froilan
Naul, Alvin
Claros, Pablito Operation Manager
Agrichem Sinoy, Arnold Booking
Nadela, Jessie Booking
Esparagoza, Noli Booking
Son, Jerick Supervisor
Narvacan, Rhyan Operation Manager
LPG Lacsinto, Jun Vanselling
Agon, Isabelo Jr. Vanselling
Radoc, Fermin Jr. Vanselling
Edaño, Richmond Vanselling
Globe Cabusao, Rizal
Longakit, Ricky
Abellana, Abner
Batayola, Roniebert MAS
Hababag, Kenneth Team Leader
Mesiona, Eric Team Leader
Tudy, Rogie Team Leader
Henry, Pepsidec Team Leader
Rodica, Dennis Team Leader
Decena, Ronnel Team Leader
Papio, Sheene
Consumer - Century Elarde, Joel Vanselling
Publeo, Leo Arthur Vanselling
Po, Jomel Vanselling
New, Jonathan Vanselling
Besera, Lorenzo Jr.
 Lim, Ramon Jr. Booking
Alamida, Jose Booking
Pimentel, Blessito Booking
Arevalo, Alejandro Booking
Consumer - URC Lopez, James Ernel Ex-truck
Olodin, Arnel Ex-truck
Berjolano, Esmael Ex-truck
Diones, Arwin Ex-truck
Janolino, Rodolfo Ex-truck
Peliño, Ronie Ex-truck
Gellacone, Jaywin Ex-truck
Bantolina, Rulge Ex-truck
Ong, Brian Ex-truck
Metucua, Jecris Ex-truck
San Lorenzo, Rodolfo Jr. Ex-truck
Ontolan, Gadwen Ex-truck
Baquiano, Ex-truck
Getutua Ex-truck
Abayon, Rodolfo Jr. Booking
Belino, Denny Leo Booking
Lestino, Jennifer Booking
Bureros, Roman Booking
Gonzaga, Giovanni Booking
Tutol, Eldridge Field Supervisor
Quiñal, Charlie Operation Manager

2) Check the following attachments for each expenses:

Sales Department Attachments

Lubes Expenses Report
Receipt/s subject for reimbursement
Shell Drill
Note: For Mr. Sarcon - Daily Monitoring Sheet instead of Shell Drill
Agrichem Expenses Report
Receipt/s subject for reimbursement
Drill
LPG Expenses Report
Receipt/s subject for reimbursement
Globe Expenses Report
Receipt/s subject for reimbursement
Daily Monitoring Sheet
Consumer - Century Expenses Report
Receipt/s subject for reimbursement
Daily Sales Report
Consumer - URC Expenses Report
 Consumer - URC
Receipt/s subject for reimbursement
Drill

Note: For all supervisors and operation managers (except for Globe department), only expenses report and
receipt/s subject for reimbursement are submitted.

3) Checking of individual expenses report. The following must be checked:

*
All expenses subject for reimbursement must have an issued official receipt or temporary receipt and ticket/s
for toll fee. In case that temporary receipt is use, the name and address of the establishment must be written
on top of the invoice.
*
The receipt and ticket address and date of issuance must coincide on the salesman route based on his/ her
submitted drill/ daily monitoring sheet/ daily sales report.
*
All issued receipt/s for reimbursement must be address to Mars Agriventures & Commodities, Inc.; Mars; Mars
Agri; or MAVCI.
* The type and amount of expense to be reimbursed must be stipulated or written on the invoice.
* Receipt must have a collector's signature.
* Any alteration on the receipt must have a colletor's signature or initial signature.
*
For toll fee expense, ticket must have a stamped/ printed/ written name of municipality, issued date and
collector's signature. (Note: Most of municipalities were name of municipality was stamped on the issued toll
fee ticket doesn't require collector's signature.)
* The following are the approved meal allowance:

Department Approved Meal Allowance

Lubes/ Agrichem Vanselling 50.00/ head per meal (salesman & driver - breakfast/ lunch/ dinner)
Note: For Monday - breakfast is included if vehicle jump-off to area before 7:45 am
For Friday - dinner is included when vehicle arrived at site beyond 8:00 pm
Booking 50.00/ meal (breakfast/ lunch/ dinner)
Note: For Davao route - approved is lunch only
Century/ URC 50.00/ head per meal (salesman & driver - breakfast/ lunch/ dinner)
Vanselling/
Ex-truck
Note: For Monday - dinner is included if vehicle jump-off to area Monday evening
For Tuesday - breakfast is included if vehicle jump-off to area before 7:45 am
For Saturday - dinner is included when vehicle arrived at site beyond 8:00 pm
Booking 50.00/ head per meal
Note: For Monday - dinner is included if he jump-off to area Monday evening
LPG Vanselling 40.00/ head per meal (salesman & driver)
Globe Supervisor 50.00/ meal (breakfast)
75.00/ meal (lunch/ dinner)
MAS 75.00/ meal (lunch only)
Team Leader 40.00/ meal (breakfast/ lunch/ dinner)
Papio 50.00/ meal (lunch only)

Note: Allowable meal allowance for van trainee is lunch only - applicable for Century & URC only
* The following are the approved lodging allowance:

Department Approved Lodging Allowance Approved Area

Lubes Vanselling/ 100.00/ head per night Midsayap
Booking (driver is included) Mlang
Tulunan
Marbel
Surallah
Digos
Malita
Montevista
Mangagoy (Bislig)
San Francisco
Trento
Tagum
Lupon
Mati
Maragusan

Agrichem Booking 100.00/ night Marbel

Surallah
Don Carlos
Valencia
Tagum
Lupon
Mati
Bayugan
Trento
San Francisco

Century/ URC 100.00/ head per night Kiamba

Vanselling/
Extruck/ (driver is included) Maitum
Booking Glan
Marbel
Surallah
Midsayap
Arakan
Tulunan
Upi
Kabacan
Antipas
Note: For Tacurong area - 100.00/ head per night (applicable to all department)
penses report and

ry receipt and ticket/s

ment must be written

e based on his/ her

dities, Inc.; Mars; Mars

, issued date and

ped on the issued toll

ast/ lunch/ dinner)

area before 7:45 am
e beyond 8:00 pm

ast/ lunch/ dinner)

a Monday evening
area before 7:45 am
site beyond 8:00 pm

onday evening
ed Area