SOP Library

SOP NO: GMO-AO-2K8-07-001

Mission: General Memorandum Order

Area: Corporate Administration (COR-AD)

Activity: Memorandum (CA-MEMO)

Title: Implementation of NGAS Forms

Date Approved/Issued: 07/30/2008

Date Effective: 07/30/2008

Digest:
In view of recent COA audit findings at NFA field offices requiring NFA to implement
the revised forms prescribed in the New Government Accounting System for
GOCC’s (NGAS-Corporate), you are hereby instructed to implement the following
revised forms immediately:

1. Purchase Order (PO – Exhibit 1) – shall be used by GSD / F.O. Supply and
Property Unit in procuring supplies or properties. Although the new P.O. is not
an accountable form, it shall bear a P.O. number using the new numbering
system illustrated in the instructions on how to fill out the P.O., which shall be
controlled by the GSD / F.O. Supply and Property Units. Old Purchase Order
(PO) forms in the possession of GSD and F.O. Supply and Property Units shall
no longer be used and shall be replaced with the new one prescribed by NGAS.
GSD and the F.O. Supply and Property Units shall print their own POs.

2. Purchase Request (PR – Exhibit 2) – shall replace the RIV FOR PURCHASE
which is being prepared by requesting departments / offices if the
supplies/equipment requested are not carried in stock by GSD / F.O. Supply and
Property Unit This shall also be prepared by GSD / F.O. Supply and Property
Unit if the items are not available in stock and every time a purchase is to be
made.

3. Requisition and Issue Slip (RIS – Exhibit 3) – shall replace the RIV FOR ISSUE
and shall be used to request for supplies / properties from GSD / F.O. Supply
and Property Unit stock.

4. Inventory Custodian Slip (ICS – Exhibit 4) – shall replace the Property Supply
Acknowledgment Receipt (PSAR) which is used by GSD / F.O. Supply and
Property Unit to document issuance of inventory items.

5. Property Acknowledgment Receipt (PAR – Exhibit 5) – shall replace the

Memorandum Receipt (MR) which is used by GSD / F.O. Supply and Property
Unit to document issuance of Property, Plant and Equipment.

6. Report of Supplies and Materials Issued (RSMI – Exhibit 6) – shall be prepared

by GSD / F.O. Supply and Property Unit on a daily basis to summarize issuances
of supplies and materials.

7. Report on the Physical Count of Inventories (RPCI – Exhibit 7) - shall be

prepared by GSD / F.O. Supply and Property Unit semi-annually to report on the
physical count of inventory items that are owned by the agency.

8. Stock Card (SC – Exhibit 8) - shall be maintained by GSD / F.O. Supply and
Property Unit to record all receipts and issuances.
 Samples of the above forms and instructions on how to fill them out are attached
herewith.

For strict compliance.

Date Approved: July 30, 2008.