Process Flow v2

All Asian Countertrade Inc.
Document Document No.

WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 1
Date Pag Description PIC

e
No
This document contains confidential and proprietary trade secret information of All Asian Countertrade Inc., to which you are
given access as a condition to your employment. Disclosure of this information is absolutely prohibited without the express
written permission of All Asian Countertrade Inc.
AACI.FR.0001.R0.Effectivity Date 11.06.2017
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 2
Katri
12/0 All Initial Issue zia
2/19 Faun
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Alya
nna
Buen
viaje
Reviewed By: Marlyn L. Gamboa
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 3
1. Purpose:
1.1. The purpose of this system is to solve, manage and track the status of
request in an online and collaborative means for All Asian Countertrade, Inc.
(AACI) and all of its subsidiaries.
2. Scope:
2.1. This scope covers the processing of request of All Asian Countertrade, Inc.
(AACI) and all of its subsidiaries.
3. Procedure Details:
3.1. Creating a Request
3.1.1. Requestor will have to log in his/her account to start filling up

her request. The Requester will also be given his/her username
and must create his/her password.
3.1.2. Legal & Compliance Associates will automatically see the

request. Moreover, if the form is incompletely filled out, the
Associates shall have the right to ____________ the request. The
following are the requisites for a valid request:
1. It must be completely filled out;
2. All kinds of Contracts must have the approval of the

Business Unit Heads. A separate e-mail should be
forwarded to Compliance with reference number of
the request that was forwarded to their Business Unit
Head.
3.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 4
Actual screenshot of the details to be filled up.
3.1.3. Risk and Compliance Team will coordinate with the concerned
department/subsidiary through email on the requirements
needed for the amendment. Once the requirements are already
provided, Risk & Compliance Team will inform the designated
Corporate Secretary for the processing and drafting of the
documents.
List of Requirements
SEC REQUIREMENTS BARANGAY CITY HALL
REQUIREMENTS REQUIREMENTS
Director’s Certificate – Letter of Intent Letter of Intent indicating

Board and Stockholder indicating the reason for the reason for the closure
resolution approving the the closure of business of business signed by the
amendment to the AOI signed by the President President
Secretary’s Certificate – Original and current Notarized retirement

Confirming the non- application form signed
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 5
existence of a corporate barangay clearance by the President

dispute
Clearance from Board Resolution Board Resolution

Compliance Monitoring indicating the transfer of indicating the transfer of
Division (CMD-SEC) office/closure of office/closure of
registered business registered business
Copy of the amended Payment of certification Copy of the amended

Articles of Incorporation for the closure of Articles of Incorporation
and By-Laws business (Php 100.00) and By-Laws
Payment of filing fee Audited Financial

and for the issuance of Statements received by
certification the SEC (3 preceding
(Php1,010.00) years)
Latest Audited Financial Community Tax

Statements received by Certificate (3 preceding
the SEC years)
Latest General Income Tax Return and

Information Sheet Monthly and Quarterly
(original & photocopy) Vat (3 preceding years)
Stock and Transfer Book Certificate of Gross Sales
Original Mayor’s Permit
Payment of certification
for the closure of
business (Php 70.00)
3.1.4. Risk and Compliance Associates will inform the Corporate

Secretary to start with the drafting of the Amendment of
Articles of Incorporation, By-Laws, Director’s Certificate,
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 6
Secretary’s Certificate, Board Resolution and Certificate

Amending the AOI or By-Laws.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 7
Actual screenshot of the Director’s Certificate drafted by the Corporate Secretary.
Actual screenshot of the Secretary’s Certificate drafted by the Corporate Secretary.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 8
Actual screenshot of the Amendment Articles of Incorporation drafted by the Corporate

Secretary.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 9
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 10
Actual screenshot of the Certificate of Amendment of the Articles of Incorporation

drafted by the Corporate Secretary.
3.1.5. Once done with the drafting, Risk and Compliance Associates
will route the documents to the authorized signatories for
signature. Once done, will return the documents through AACI’s
messenger to proceed with the filing of the amended AOI or By-
Laws at SEC. The law office of the Corporate Secretary will be
the one to process the amendment since it’s included in the
Corporate Secretary Fees of AACI and all of its subsidiaries.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 11
3.1.6. Once done with the payment, the authorized representative will
ask for an Official Receipt to be forwarded to the concerned
department/subsidiary.
Sample Official Receipt issued by SEC.
3.1.7. After the payment, the Corporate Secretary will send to us the
original copies of the documents through its messenger. The
original copies of the documents will be filed in the archive
folders of Risk and Compliance Team located at the lower part
of the filing cabinet for documentation purposes.
WORK INSTRUCTION
Type
Document
Document Level
Ticketing System
Title Revision No.
Page No. 12
4. Process Flow:

Process Flow v2

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All Asian Countertrade Inc.

Document Document No.

Date Pag Description PIC

Reviewed By: Marlyn L. Gamboa

3.1.1. Requestor will have to log in his/her account to start filling up

3.1.2. Legal & Compliance Associates will automatically see the

1. It must be completely filled out;

2. All kinds of Contracts must have the approval of the

Actual screenshot of the details to be filled up.

Director’s Certificate – Letter of Intent Letter of Intent indicating

Secretary’s Certificate – Original and current Notarized retirement

existence of a corporate barangay clearance by the President

Clearance from Board Resolution Board Resolution

Copy of the amended Payment of certification Copy of the amended

Payment of filing fee Audited Financial

Latest Audited Financial Community Tax

Latest General Income Tax Return and

Stock and Transfer Book Certificate of Gross Sales

Original Mayor’s Permit

3.1.4. Risk and Compliance Associates will inform the Corporate

Secretary’s Certificate, Board Resolution and Certificate

Actual screenshot of the Director’s Certificate drafted by the Corporate Secretary.

Actual screenshot of the Secretary’s Certificate drafted by the Corporate Secretary.

Actual screenshot of the Amendment Articles of Incorporation drafted by the Corporate

Actual screenshot of the Certificate of Amendment of the Articles of Incorporation

Sample Official Receipt issued by SEC.

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