LOGO QUALITY PROCEDURE Page 1 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

Scope

This procedure covers ……………..

Policy
1. …..
2. …..

Responsibility

The Job Title is responsible for…..

The Job Title is responsible for……

The Job Title is responsible for…..

Distribution

All relevant departments

Ownership

The Operations Manager is responsible for ensuring this document is necessary, reflects actual
practice, and supports corporate policy.

Prepared by Reviewed by Approved by

Job Title Job Title Job Title

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 2 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

Activity Preface

This activity is performed whenever a potential sale submitted by Sellers, Agents, or Brokers to
Operations team.

Sales Admin
1. Receive an inquiry from Buyer.
2. Check available unit specified by the buyer.
If available, goto task #3. Otherwise, goto task #54.
3. Inform buyer of the available units and its corresponding prices.
4. Receive confirmation from buyer.
If positive confirmation, goto task #5. Otherwise, goto task #55.
5. Check whether buyer is asking for special payment or not.
If asking for special payment terms, goto task #6. Otherwise, goto task #15.
6. Forward special request to Business Dev Officer.

Business Dev. Officer (BDO)

7. Receive request for special payment terms.
8. Compute for the new Net Present Value (NPVO) based on buyer’s request.
9. Route for the approval of Chief Finance Officer (CFO).
If request is approved?, goto task #11. Otherwise, goto task #12.
10. Forward new NPV to Sales Admin.
11. Inform Sales Admin.
End of activity.

Sales Admin
12. Inform Buyer either request for NPV was approved or not.
If buyer conforms, goto task #14. Otherwise, goto task #55.
13. Give checklist for documentary reservation requirements.
14. Instruct to proceed to Customer Account Representative (CAR) once buyer submits initial
reservation documentary and payment requirements.
15. Receive pre-reservation documentary requirements and reservation fee from Buyer.
16. Check completeness of required initial reservation requirements.

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 3 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

17. Check if payment term is standard.

If payment terms is standard, goto task #19. Otherwise, goto task #18.
18. Follow-up BDO for the copy of approved NPV.
19. Book sales by encoding buyer’s details in the system (IFCA).
20. Endorse check payment to billing for encoding.
21. File documentary requirements in a folder.
22. Forward file folder of booked sales to Documentation Assistant (DA).

Business Dev. Officer

23. Receive file folder of booked sales and/or prints documentation checklist status report from
the system from CAR.
24. Prepares contract documents and other annexes and release the same for Buyer’s
signature.
25. Follow-up on other documentation requirements (post reservation and other documents) to
buyer.
26. Receive letter of request pertaining to buyer’s account.
27. Evaluate request and make recommendation for escalation to the Credit Committee.
28. Process DOAS for transfer of TCT/CCT upon receipt of full payment.
29. Prepare Deed of Sales (DOS) and annexes for buyer’s signature.
30. Review and check the details in DOAS and annexes.
31. Forward DOAS to buyer for signature.

CAR
32. Receive and forward DOS and annexes to buyer for signature.
33. Receive signed DOS and annexes from buyer.
34. Check completeness of signature.
If complete, goto task #35. Otherwise, goto task #34.
35. Return DOS and annexes to buyer for completion of signature.
36. Forward signed DOS to Registration Assistant.

Registration Assistant (RA)

37. Prepare Request for Payment (RFP) relative to registration of Title.
 See separate OMS for RFP.
38. Forward signed DOS and annexes to Company authorized signatory for signature c/o DA.
This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 4 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

39. Forward DOS and annexes, upon available, to Legal Department for notarization.
40. Forward Request to Release of Title (RRT) to internal audit for checking.
41. Forward RRT, upon release, to Company Security Custodian for the release of Title.
42. Pay the required taxes and secures all certified true copy of requirements relative of
registration.
43. Prepares documents for application of Certified Authorizing Registration (CAR) from Bureau
of Internal Revenue (BIR).
44. File documents to BIR.
45. Prepare documents for Transfer Tax and pays the required fee to the City Treasurers
Office.
46. Prepare documents, upon released of CAR from BIR, for entry with the Registry of Deeds
(RD) and pays the required fee.
47. Receive CCT under buyer’s name from RD.
48. Review and check details of CCT/TCT under buyer’s name.
49. Prepare documents for transfer of Tax Declaration under buyer’s name.
50. Check if buyer has an outstanding liability with the company.
If yes, goto task #49. Otherwise, goto task #52.
51. Prepare Statement of Account (SOA).
52. Inform buyer on the availability of the title.
53. Release CCT/TCT and other related documents to buyer.

Sales Admin
54. Inform buyer and recommends available unit.
55. Keep profile for future reference.
End of activity.

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 5 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

Start
Sales Admin Sales Admin
Sales Admin Receive confirmation Forward special
from buyer. (4) request to Business Request is N
Receive an inquiry Dev Officer. (6) approved??
from Buyer. (1) D

Y
Business Dev.
Sales Admin
Positive N Officer (BDO)
Check available unit confirmation? Receive request for
specified by buyer. (2) B special payment
Business Dev.
terms. (7)
Officer (BDO)
Y
Forward new NPV to
Sales Admin. (10)
Sales Admin Business Dev.
N Officer (BDO)
Available? Check whether buyer
is asking for special Compute for new Net
A Business Dev.
payment or not. (5) Present Value
(NPVO) based on Officer (BDO)
Y buyer’s request. (8) Inform Sales Admin.
(11)
Sales Admin
Asking for Business Dev.
Inform buyer of Y End
available units & its special payment
terms? Officer (BDO)
corresponding prices.
(3) Route for approval of
Chief Finance Officer
N (CFO). (9)
C

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 6 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

D A

Sales Admin Sales Admin Sales Admin Sales Admin

Inform Buyer either Instruct to proceed to Check if payment term Endorse check
request for NPV was Customer Account is std. (17) payment to billing for
approved or not. (12) Rep (CAR) once buyer encoding. (20)
submits initial
reservation
documentary &
payment Sales Admin
requirements. (14)
Payment Y File documentary
N terms is std? requirements in a
Buyer conforms? C
folder. (21)
B Sales Admin
Receive pre- N
Y reservation
A Sales Admin
documentary Sales Admin
requirements & Forward file folder of
reservation fee from Follow-up BDO for booked sales to
Buyer. (15) copy of approved Documentation Asst
Sales Admin NPV. (18) (DA). (22)
Give checklist for
documentary E
reservation Sales Admin
requirements. (13) Sales Admin
Check completeness
of required initial Book sales by
reservation encoding buyer’s
requirements. (16) details in system
(IFCA). (19)

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 7 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

Business Dev. Business Dev. Business Dev. CAR

Officer Officer Officer Receive & forward
Receive file folder of Receive letter of Prepare Deed of DOS & annexes to
booked sales and/or request pertaining to Sales (DOS) & buyer for signature.
prints documentation buyer’s account. (26) annexes for buyer’s (32)
checklist status report signature. (29)
from system from
CAR. (23)
Business Dev. CAR
Officer Business Dev. Receive signed DOS
Officer & annexes from buyer.
Business Dev. Evaluate request &
make Review & check (33)
Officer
recommendation for details in DOAS &
Prepares contract escalation to Credit annexes. (30)
documents & other Committee. (27)
annexes & release CAR
same for Buyer’s Check completeness
signature. (24) Business Dev. of signature. (34)
Business Dev. Officer
Officer
Forward DOAS to
Business Dev. Process DOAS for buyer for signature.
Officer transfer of TCT/CCT (31)
upon receipt of full
Follow-up on other payment. (28) Y
Complete?
documentation
requirements (post F
reservation & other
documents) to buyer.
(25) N

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 8 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

CAR Registration Asst Registration Asst Registration Asst

Return DOS &
(RA) (RA) (RA)
annexes to buyer for Forward signed DOS Forward RRT, upon File documents to
completion of & annexes to release, to Company BIR. (44)
signature. (35) Company authorized Security Custodian for
signatory for signature release of Title. (41)
c/o DA. (38)
Registration Asst
CAR (RA)
Forward signed DOS
Registration Asst
Registration Asst (RA) Prepare documents
to Registration Asst. for Transfer Tax &
(36) (RA)
Pay required taxes & pays required fee to
Forward DOS & secures all certified City Treasurers
annexes, upon true copy of Office. (45)
available, to Legal requirements relative
Registration Asst Dept for notarization. of registration. (42)
(RA) (39)
Prepare Request for
Registration Asst
Payment (RFP) (RA)
relative to registration
Registration Asst
Registration Asst (RA) Prepare documents,
of Title. (37) upon released of CAR
(RA)
Prepares documents from BIR, for entry
Forward Request to for application of with Registry of
Release of Title Certified Authorizing Deeds (RD) & pays
(RRT) to internal audit Registration (CAR) required fee. (46)
for checking. (40) from Bureau of
Internal Revenue
(BIR). (43) G

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.
LOGO QUALITY PROCEDURE Page 9 of 9

Document Title: Document No:

OPERATIONS ABC001
Copy no. Total copies: 5 Effective: 2012-06-04

G B

Registration Asst Registration Asst Registration Asst

(RA) (RA) (RA)
Receive CCT under Check if buyer has an Inform buyer on
buyer’s name from outstanding liability availability of title.
RD. (47) with company. (50) (52)

Registration Asst Registration Asst

(RA) (RA)
N
Review & check Yes? Release CCT/TCT &
details of CCT/TCT other related
B
under buyer’s name. documents to buyer.
(48) (53)
Y
A A A

Registration Asst Sales Admin

(RA) Inform buyer &
Registration Asst
Prepare documents recommends
(RA) available unit. (54)
for transfer of Tax
Declaration under Prepare Statement of
buyer’s name. (49) Account (SOA). (51) B

Sales Admin
Keep profile for future
reference. (55)

End

This document contains information proprietary to COMPANY XYZ Any disclosure or use is expressly prohibited
except upon written permission coming from the company’s [Job Tile]. Only documents with [signatures] are
considered official. Original documents can be distinguished by signatures of the originator, reviewers and approver
appearing in blue ink.