BRANCH : CEBU

DATE OF AUDIT : October 16-19, 2019

PERIOD COVERED :

PROCEDURES

1) General

Obtain CCTV Memory Card- Warehouse

Ocular Inspection

Personnel Information

Office/Warehouse Blueprint or Map

Checking of Official Receipts/DR/Invoice/Other Docs

2) Petty Cash Count

MOE Monitoring

Verification of ATM Balance

3) Search for Unrecorded Sales

4) Search for Unreported Purchases

5) Inventory Variance (if applicable)

Stock/warehouse pictures & Final amount of variance only.

6) Fixed Assets Verification

GENERAL

Document 1.1

OCULAR INSPECTION

1.) FRONT OF OFFICE

Living Water -Davao Branch is located at Door 4, Yuta @ Dabaw Bldg., Purok 38, CP Garcia Highway,
Brgy. Ma-A Talomo District 8000, Davao City

2.) WAREHOUSE

First Floor & Second Floor

3.) OFFICE

FINDINGS:

* Location is accessible, with good transit access to customers, and isn't difficult to find
* Office/Warehouse has enough space to fit all machinery, equipment, assets and inventory that has to
store there
* Employees can get to work easily
* Has a clear and unblocked parking area
* Furniture are in good repair
* Equipment and Supplies are in proper places

REQUIRES ACTION: DEPARTMENT CONCERN STATUS

Document 1.2

PERSONNEL INFORMATION

1.) EMPLOYEE LIST

POSITION: ADMIN
NAME: JEANETH ALCAIN
DATE HIRED: OCT. 24, 2018
Email: datzkie_enigma@yahoo.com
Contact No: 0930-312-6733/0916-437-6670

Job Description:
· Input every orders in DR issued to customer for daily sales report send through viber daily.
· Making and Filling and DRs and deposit slips for monthly report and send to head office Taguig via
LBC.
· Making detailed check transmittal and send to head office with attached check.
· Scanning DRs, check, and deposit slips, and other forms of documents.
· MOE, in-charge in petty cash liquidation
· Preparing deposit slip for cash and check for banking.
· Scanning the check and cash transaction slip and send to Accounting.
· Sending prepared document reports, check to LBC
· Paying monthly BIR dues and filling forms
· Paying office bills; mobile bills, telephone, internet and electric bills.
· Making DR issuance if necessary.
· Act as the cashier.
· Sending biometric logs.
· Scanning, sending and filling travel orders for daily time record purposes
· Making DTR for the branch every 15 and month end cut-off.
· Attaching the travel orders to DTR cut-off file and making itinerary summary for sales delivery.
POSITION: SALES-SUPPLIES
NAME: ANNABELLE ESTORPE
DATE HIRED: DECEMBER 2010
Email: annabelleestorpe35@gmail.com
Contact No: 0929-694-3818

Job Description:
· Texting/calling clients for their order and doing text brigade for delivery out of town
· Entertaining calls and jot down all types of customer’s concerns
· Coordinate with main office personnel for tech schedule, shipment update and payments for local
suppliers
· Assisting walk in clients and process their orders, Issue DRs to customers
· Ensure that before issuing DR’s, all stocks ordered are available
· Coordinate with warehouseman about stock availability
· Setting up delivery schedule for out of town, Davao area or possible special delivery if volume &
Coordinate with clients during truck delivery in the area for payments
· Facilitates order via LBC, van or any means of transport
· Computes markup per ordered item to meet the expenses of delivery
· Checking the prices to get updated for DR purposes to avoid wrong entries.
· Follow up/collect payments from customers, secure all payments to be collected/intact on or
before cut off
· Doing delivery reports every after out of town delivery for Moe attachment
· Checking phone messages/viber from time to time for information/orders/customer complaints
· Sending proposals to prospective dealers
· Coordinate with Sheila regarding stock availability for shipment purposes
· Issue PO slip to my gas and update our payables to them

POSITION: TECHNICIAN
NAME: HERNIE TERUÑEZ
DATE HIRED:
Email:
Contact No:

Job Description:
Installing machines, re-install and rehab

POSITION: WAREHOUSEMAN
NAME: REGINO SOLIVIO
DATE HIRED: OCTOBER 7, 2019
Email: region.solivio@yahoo.com
Contact No:

Job Description:
· Attend and serve clients orders.
· Making and submitting purchase order to head office for Davao stocks.
· Unloading stocks from main office shipment and from local supplier
· Preparing and loading stocks for delivery and walk-in clients.
· In-charge in stocks inventory, stocks monitoring (Weekly/ Monthly)

POSITION: DRIVER
NAME: ROMEL NAVARETE
DATE HIRED: AUGUST 2011
Email:
Contact No: 0949-848-9334

Job Description:
· Pick up and unloading salt from Sasa wharf to Davao office.
· Assist in loading customer orders.
· Making out of town deliveries, serving and unloading clients order.
· Assist in maintaining the office and warehouse cleanliness.

POSITION: HELPER
NAME: JULMAR PIAYO
DATE HIRED: 2018
Email: julmarfox123@gmail.com
Contact No: 0977-326-7168

Job Description:
· Assist in loading and unloading stocks.
· Assist in preparing items for delivery and for walk in clients.
· Double check the items before releasing to the client especially during out of town delivery.
· Assist in maintaining the office and warehouse cleanliness.

2.) ORGANIZATIONAL CHART

Obtain through Interview
Screenshot or Excel Flowchart
3.) FLOWCHART

Obtain through Interview

Screenshot or Excel Flowchart

4.) ROOMS FOR IMPROVEMENT

*Management should conduct proper training for all employees for their professional growth.

Document 1.3
OFFICE / WAREHOUSE BLUEPRINT OR MAP
Document 1.4

Checking of Official Receipts/DR/Invoice/Other Docs

Checklist:
Mark Check [P] if done
REMARKS
1.) Verify if DR is not yet expired /
2.) Verify if OR is not yet expired /
3.) Verify if SI is not yet expired /
4.) Seal all expired & unused DR in a box and sign on the tape used to seal /

5.) Verify if there are still checks being kept in the office and not yet deposited /