Exercise 6-1

Objective: To be able to determine and prepare the required records or forms in the purchase,
receipt and issue of purchased property and equipment to SK Officials.

Instructions:
1. This is a group activity.
2. Read the problem carefully and prepare all the required records or forms.
3. Use the blank forms attached together with this exercise.
4. After preparing all the required records and forms, the group leader shall submit the
accomplished records and forms through the GAS E-Learning platform not later than
11:59 PM today.

Date Particulars Amount

01/14/19 Maria Reyes, Budget Monitoring Officer, prepared Purchase Request (PR) 48,850
with PR No. 2019-01-001 to request one computer set and office supplies for
operational use of SK of Barangay San Francisco, Quezon City. The PR was
approved by Jose Ramos, SK Chairperson.

Description Item Unit of Qty. Est. Est.

No. Measure Unit Cost Cost
Folder, 1 piece 100 7.5 750
Standard/A-4
Paper, Bond, 2 ream 50 102 5,100
Standard/A-4
Toner, TN 3370, 3 piece 5 4,900 24,500
6180DW Super
High Yield

Computer 4 set 1 18,500 18,500

Desktop

Total 48,850

HFTSK Session 6: Supplies and Materials and Property and Equipment Page 1 of 3
 Exercise 6-1

02/04/19 Based on the approved PR No. 2019-01-001 and after accomplishing the 48,000
required procedures in procurement in accordance with RA 9184, Rene
Santos, SK Treasurer, prepared PO No. 2019-02-001 and other supporting
documents to purchase office supplies and one computer set to Hidalgo
Enterprises charged to General Administration Program. Additional
information are as follows:

Supplier’s Address : Quedsa Plaza Quezon Avenue 1131 Quezon

City Metro Manila
Proprietor : Oscar Hidalgo
Tel. No. : (02) 631 4321
TIN : 451-693-740
Mode of Procurement : Public Bidding
Place of Delivery : Barangay Hall, Barangay San Francisco,
Quezon City
Date of Delivery : March 1, 2019
Delivery Term : Free on Board Destination
Payment Term : n/30

Description Item Unit of Qty. Unit Cost Total

No. Measure Cost
Folder, 1 piece 100 7 700
Standard/A-4
Paper, Bond, 2 ream 50 105 5,250
Standard/A-4
Toner, TN 3370, 3 piece 5 4,810 24,050
6180DW Super
High Yield

Computer 4 set 1 18,000 18,000

Desktop
Total 48,000

03/01/19 Rene Santos received office supplies and one computer set from Hidalgo
Enterprises per IAR No. 2019-03-001 and other supporting documents. The
specifications and quantity of the office supplies and computer are in
conformity with the PO. Additional information are as follows:
Invoice No : 190228-002
Invoice date : February 28, 2019
Head, Inspection and : Josby Cruz, SK Member
Appraisal Committee

HFTSK Session 6: Supplies and Materials and Property and Equipment Page 2 of 3
 Exercise 6-1

Based on the IAR No. 2019-03-001, Rene Santos recorded the receipt of the
office supplies and computer set in the Stock Card and Property and
Equipment Card, respectively. Informed Maria Reyes about the availability of
the items. Additional information are as follows:

Item No. : Stock No./Property No.

1 : SC-001
2 : SC-002
3 : SC-003
4 : PEC-001

03/02/19 Rene Santos issued the office supplies and computer set per RIS No. 2019-
03-001 dated March 2, 2019 and PAR No. 2019-03-001 dated March 2, 2019,
respectively, to Maria Reyes.

Requirement:
Prepare the following:
1. Purchase Request
2. Purchase Order
3. Inspection and Acceptance Report
4. Stock Card
5. Property Equipment Card
6. Requisition and Issue Slip
7. Property Acknowledgement Receipt

HFTSK Session 6: Supplies and Materials and Property and Equipment Page 3 of 3