: wail ae ae ii — Chapter 1. THE BOOKS OF ACCOUNTS, REGISTRIES AND CASH RECORDS: See. 01. Books of Accounts. — The books of accounts vsed cal goverment nit hl consi of the following 1. records for recording transactions in chronological order, known «s the joumals or books of onginal entry, and 2. reoords for classifying and summarizing the effects of the transactions on individual accounts, known as ledgers or books of final entry Sec. 02. Books of Original Entry. ~ Books of original enty of unas sal be wd to ern te segues, rail transactions and information presented in duly cetified er< poved accounting documents ‘The books of original entry shall consist of the following, The basis of recording in the journals shall be the Journal Entry Voucher (JEV). eS. Senora Seemed hs pal a2) all account code used, posting reference and the debit and credit amount. ‘See. 04, Spectal Journals. - The special journals are specifically designed to record transactions which are repetitive in nature. Special columns are provided to facilitate summation and Postings in the general ledger.Chapter 1. THE BOOKS OF ACCOUNTS, REGISTRIES AND CASH RECORDS: See. O1. Books of Accounts. — The books of accounts vsed th tonal gacmmea 2. records for classifying and summarizing the effects of the transactions on individual accounts, known as ledgers or books of final entry Sec. 02. Books of Original Eniny, ~ Books of original entry or journals, shall be used to recordin tie seqocnce, financial traruocton and faforatin pees ly eried re sored accounting documents ‘The books of original entry shall consist of the following, ‘The basis of recording in the journals shall be the Journal Entry Voucher (JEV). Se. 02. Genera Joureal~ This journal (nes 1) sl be account code used, posting reference and the debit and credit amount. ‘See. 04, Special Journals. - The special journals are specifically designed to record transactions which are repetitive in nature. Special columns are provided to facilitate summation and postings in the general ledger. ————eSee. 07. Cash Disbursements Journal (CDJ). — This to record al! payments in cash by disbursing, advances. It provides columns for the date, Ppropriste disbursements eccounts and sundry credit), See. 08. Books of Final Entry. — The books of final entry are the General Ledger and Subsidiary Ledgers See. 10. Subsidiary Ledger (SL). ~ The Subsidiary Ledger (Annex 6) sa book of final entry containing the details or breakdown of the balances of the controlling account appearing in the General Payable, Special Accounts inthe General Fund ete ‘The totals of the subsidiary ledger balances shall be reconciled to their respective control account atthe end of every month, 2 nti aaaaee iit aa amp epeeeeage ga SSS SESE Ea = The Suppli Ledger Card (Avex 7) is a subsidiney feo eae he Sec. 12. Work, Other Animals and Breeding Stocks Ledger Card. - The Work, Other Animals and Breeding Stocks Ledger Card (Annex 8) is a subsidiary leiger to be kept for each large caitle which includes cows, horses, mules, asses, carebaos and other members of the bovine family, acquired by purchase or raised which attained the age of one year Small arumals like. pigs, goats, etc. shall also be singly yecorded in this form and taken-up as inventory upon reaching aarketable age or are ready for use Sec. 15. Real Property Ledger Card (RPLC). ~ The Real Property Ledger Card (Annex 11) is a subsidiary ledger card to be Kept for each real property (land): which record the property description, location, acquisition cost, additions, and disposition. 3pany seen of putes ro tL an "wo poseg (uturyoo mar) 09 =p we (uamjoo y1¢ecr) ‘svonnef}00 punda4 Oi pasm 2q TTeYS (67 xem) Kmsmo1y wm Yse 28) Yooqusey — “Ammeeas] wi YsED — Yooryse) “97 3g SOLO afgenmod.y ayn 6a pauteTUTEUE Og eK 3 SR pe Sroumancep pen sean ‘sysop ‘onpoqO9 proce! 91 pan oq TIS SpuooN USED ~ “SpLOINY YK) “sz 395, ‘seofoxl uoneys2i0g2: wo pauimoun sasuodxa Puooay 0} posn aq fTeys (gy xeuary) yoloig uonEsaio}ay jo KysCoy 21 ~ (ADD pafarg woNKsas0;ayf Jo Kusta>q “$7 "396 sompnssequy ongng BRO swolalg uneasy ‘eH PU TEAL Jonny ‘SyeaMEDG ‘SIOgMEY ssipugl puw stemiginy spooy + ‘STeournoyy pus spd ‘sized « ‘sMOq}O} $58 osse 20 Auadoad Jo ssej9 yous 10} pourcwurews aq feys AnS9y} sweandas y “ongnd yeus# orf Jo asn Jo} saunjannseyt pojafcusoa uooes 01 pasn oq [UUs (/ sesuadia pus souiowoaut Jo eseyaind 10} pauinaul siorK81G0 Poe quemomy ‘suomudosddy jo Aas “07 “9 ‘Repo yerides 105 potmoun suore811q0 [Pue ponwooar stiounorfe ‘sucnsixdoidde proces or pasn 9q [EHS (61 sauay) kon pende;) ~ suoreaNQO pue swaunoTTy ‘suoreUdouddy Jo Ansi®ox 94, ~ {ODO¥We) AopnG reHdey — suonengo Pus syuaanoyy ‘suopeydouddy jo Anstey 61 “999 (AHOVWD sostedx yeroereuts| ~ suoni1go pu sumunoyyy “suonedidy J Ansty « ‘smOTIO} 58 a2 SOVW SUL mango pte Pus susmyojy ‘suopepdasddy jo Laney “g1 “208 "SEMODGH JO P09 2 {mt popsooet you sjssesmozoe JoyuoUr oh pouneTUTEA 2g [ELS TEM spiooai Sunumonoe ome soinstaoy ~ SANS “ZT “33gChapter 2. ACCOUNTING FORMS AND REPORTS Sec. 29. Accounting Forms and Reports. ~ The Accounting Forms and Reports constitute’ the means by which financial transactions and information are reported and recorded in the joumals ‘Sec. 30. Allotment and Obligation Slip (ALOBS). ~ The Allotment and Obligation Slip (Anmex 22) shall be used 10 record allotments received and to request for obligation charged against the it shall be prepared before processing the claim to ensure lable for the purpose See. 31. Journal Entry Voucher (JEV). ~ The Joumal Entry Voucher (Annex 23) shall be used for all transactions of the government, whether cash receipts, eashicheck disbursements or non- ‘ash transections. it shall be prepsred by the Accounting Unit based oon transaction documents presented. Accounting Joumal entries shall be reflected therein and it shall serve as the basis for recording the transactions in the appropriate joumals, ‘Sec. 32. Disbursement Voucher (DV). — The Disbursement needed, the back of the DY shall be used See. 33. Petty Cash Voucher (PCV). - The Petty Cash Voucher (Annex 25) shali be used for disbursements out of the Petty ‘Cash Funds, ~ The General Payroll salaries, wages, overtime government officers: and Sec. 34, General Payrol (Anmex 26) shall be used for the pays SPREE ERE REE ERE REESE SSS Sec. 36. Index of Payment (IP). ~ The Index of Payment (Annex 28) shall be used to record payments made to each employee, supplier, and other agency creditcr ‘Sec. 37. Purchase Order (PO). - The Purchase Order (Amex: 29) shall be used to support purchase of equipment, supplies and materials, etc ‘Ses. 38, Purchase Request (PR). - The Purchase Request (Annex 30) shall be used to request forthe purchase of inventory/item not available on stock and it shall be the basis of prepering the Purchase Order. Requisition and Issue Slip (RIS). — The Issue Slip (Annex 33) shall be used! to request materials that are caried in stock. 42. Acknowledgement Receipt for Equipment -knowledgement Receipt for Equipment (Annex 34) ‘used to report on the receipt of property and equipment for use from the Property Officer. See. 43. Summary of Supplies and Materials Issued (SSM). - The Summary of Supplies and Materials Issued (Annex 35) shall be prepared weekly by the Supply Officer and shall be used by the Accounting Unitas a basis in preparing the JEW to record the supplies and materials issued See. 44, Stock Card (SC). ~ The Stock Card (Annex 36) shall be used to record all receipts and issuances of supplies. It shall ‘be maintained by the Supply and Property Unit for each item in stock| Sec. 45. Property Card (PC). — The Property Card (Annex 37) shall be used by the Supply and Property Unit to record the ‘acquisition, description, custody, disposal and other information about the property, plant and equipment. It shall be kept for each class of property, plant and equipment. Sec. 46. Work, Other Animals and Breeding Stocks Property Card (WOABSPC). - The Work, Other Animals and Breeding Stocks Property Card (Armex 38) shall be used by the Property Office to record details on the acquisition, birth of offspring ‘and disposition of work, other animals and breeding stocks. Sec. 47. Cheek Register. - The Check Register (Anmer 39) shall be used to record all checks issued and where claimants shall be required to acknowledge receipt of the check. Sec. 48 Accountant's Advice of Local Check Report of Collections and Deposits (RCD). - collections and Deposits (Armex 41) shall be prepared by the following 3. Collcors = fr olletons recived end remitances 2 Liguiating Officers — for collections received from collectors and remittances to the Treasurer/Cashier. 3. TreasurerCashier - for collections received from liquidating officers, taxpayers and other sources and. deposits to depository banks. The RCD shall consist of four (4) sections, namely: Section ‘A for Collections, Section B for Remittances/Depesits, Section C for the Report on the Accountability for Accountable Forms; and 10 Section D for the Summary of Collections and Remittances! Deposits. Section A is composed of two parts: Part 1 for collections ede by collecting os wel ote wpe of accu foms shall include the name of forms and number, beginning balance, received, issued and ending balance. Section D contains the surimary of collections and remittances/depasits and breakdown of collections as to cash and details of checks received. ‘The accountable officer shall certify as to the correctness of the report. The hquideting officer/treasurer shall verify the report and acknowledge receipt of collections /remittances, ‘The report and ail supporting documents shall be submitted to the Accountant for the preparation of the IBV. Treasurers/Collectorsteliers and other accountable officers shall render this report of accountability for accountable forms at the end of the month for consolidation by the local treasurer. Such report shall also be prepared in case of transfer of office or accountability by the acoountable officer companied by the individual reports shall suditor concemed for verification no: later than the fifth day of the ensuing month ureparation ofthe JEV. See. 55. Report of Checks Issued (RCD. - The Report of Checks Issued (Ammer 47) shall be prepared by the Cashier/Disbursing Officers daily to report checks issued during the period including cmcelled ones, ‘Sec. 56. Report on the Physical Count of Inventories (RPCH. ~ The Report on the Physical Count of Inventories (Annex 48) shall be used to report the physical court of supplies by type of inventory as of a given date. It shows the balance of inventory tems per cards and per count and shortage/overage, if any. report the physical count of propesty, plant and equipment by type as cof a given date. It shows the balance of property and equipment per ‘cards and per count and shortage/overage, ifany. ‘Sec. 58. Waste Materials Report (WMIR). ~The Waste Materials Report (Avex 50) shall be used to report all waste materials such as destroyed spare parts end other materials considered scrap due to replacement. Sec. 59. Taventory and Inspection Report for Unserviceable Property (IRUP). ~ The Inventory and Inspection Report for Unserviceable Property (Annex 51) shall be used as basis to record dropping from the books the unserviceable properties carried in the Property, Plant and Equipment and Inventory accountsSUBSIDIARY LEDGER (SL) INSTRUCTIONS A. This ledger shall be accomplished as follows LGU ~ name of the provincelsity’municipality atc 4. GL Account Code ~ General Ledger Account Code as used in the journals 5. SL Account Code - Subsidiary Ledger Account Code as 6 7. 8 Re rence document such as the Statement of ‘Acco Voucher/Official Receipt! Disb sumber, et 11. Balance ~ the difference between ‘columns. Place a parenthesis in the amount with a negative balance B. Subsidiary Ledgers shall be kept for each control account in the ‘General Ledger. At the end of each month, the subsidiary ledger balance shall be reconciled with the corresponding control account CC. Every sheet shall be footed in peneil. The difference of the totals of Debit and Credit columas should tie-up with the running ‘palance column indicated in ink These totals shall be carried. forward to the next sheet. Succeeding sheets start with the totals. brought forward. 8 2» zwaeewWweeRBeBeeeBeBeEeRBeteHEeteBeteHeteBeteERetieEt Bar wwEEE diene a ll RS ell oe eral emer = el te REGISTRY OF APPROPRIATIONS, Annex 17 ALLOTMENTS AND OBL{GATIONS FINANCIAL EXPENSES (RAAOFE) REGISTRY OF PUBLIC INFRASTRUCTURES Tao INSTRUCTIONS Sheet No. ‘A This form shall be accomplished as follows: | Name of Pubic intrastictare 1. LGU ~ name of the province/citymunicipaity 2. Fund ~ Fund name/eode _ Date JEVNo. | Desertion | Location | Amount 3. FunctionProgram/Project (F.P.P.) ~ code for function’ program/ project as shown in the ey Annex B 4. Sheet No. ~ sheeUpage number 5. Date — date of the Allotment and Obligation Slip C (ALOBS) 6 Ref ADAA/ALOBS ~ Appropriation Ordinance! Allotment Advice’ Allotment and Obligation - Slip (ALOBS) number = 7. Appropriations ~ amount of appropriations based on AO 8. Allotment ~ amount of allotment received based on AA the 9. Balance of Appropriations — running balance of ‘appropriations L = 10. Obligations Incurred — amount of obligation incurred based on the ALOBS B. This Registry shall be maintained in the Accounting Unit of the + LeU ee ee ee ee ee — eeCONSOLIDATED REPORT OF ACCOUNTABILITY FOR ACCOUNTABLE FORMS (CRAAF) INSTRUCTIONS ‘A. The report shell be accomplished as follows: 1, LGU name ofthe province/ity/municipality 2. Month ~ month on which he reper is made (Ofte on the spot 5, Name of Forms — name of accountable forms under the custady of the accountable officers. 6 Code no, ~ comesponding code number of the secountable forms 7. Beginning Balance — balance of the accountable forms fvailable at the beginning of the month. Indicate” inclusive serial numbers. 8 Recep number of units received by the accountable ‘officers. during the month. Indicate inchsive sevial numbers. 9. Isswed ~ number of units issued by the accountable otter ding the month Indicate inchusive serial 10. En ng tae remaining units of the accountable forms still in the custody of the accountable officers at the end of the month. Indicate inclusive serial number. B. The report shall be prepared in two copies and to be cstrbuted as follows: ‘Original — COA through the Accounting Office 2 copy — Treasurer's file C. The Treasurer shail render this report to consolidate the Report of Accountability for Accountable Forms D. This consolidated report shall be accompanied by the RAAF of all accountable officers Which shall be submitted to the auditor not later than the fifth day of the ensuing month SNOILDATIOO XW1 ALMadOUd TWae JO LOUMISEYPage CHAPTER 1. INTRODUCTION Sec. 365, Loss of Assets (948) 127 See. 366. Other Expenses (950) 7 Sec. 1. Definition. ‘The Chart of Accounts provides the Sec. 367. Bank Charges (951) 17 framework within which the account ing records are constructed. It is Sec. 368. Interest Expense (952) 127, a ist of general ledger accounts consisting of real and aominal ‘Sec. 369. Documentary Stamps Expense (954) 127 ~ accounts. ‘Sec. 370. Other Financial Charges (955) 128 ea ae aul: Sec. 371. Foreign Exchange (FOREX) Loss Rationale. — ‘Accounts is presi "= ene ne se by all sectors of the govemment. The descriptions of all the Chapter 4. The New Coding Structure accounts and the instructions as to when these are to be debited and credited are provided to achieve uniformity in the recording of Sec. 372. Coding defined 129 oven cial raneactions See 373. Advantages 129 Seo. 374, LGU code 129 Sec. 3. Elements of Financial Statements. — Elements of Sec. 375. Fund/Special Account Code 129 financial statements of government agencies are these elements that Sec. 376. Account Code 130 relate 10 the status or measurement of financial position and Sec. 377. Responsibility Area 330 reasurement of performance of goverment agencies wihich are relevant to decisions that would require the commitment of resources. ‘Those elements directly related to the measurement of finsncial Positions as shown in the balance sheet are assets, liabilities and equity. The elements directly related to the measurement of ‘Appendix A ~ LGU Codes performance which is shown in the Statements of Income and Provinces/Citiee/Municipalities) 133 Expenses are revenue/income and expenses. The definitions of the different elements are 2s follows, Appendix B ional Classification o 3. Assets ~ economic resources of an agency that are ‘Expenditures and Transfers 150 recognized and measured in conformity with gaerally cepted accounting, principles. Assets also include pouldy meapioltaproseticaiin 'b. Liabilities — economic obligations of an agency that are ‘scpaiad iad ewe! coadbty wih poorly accepted accounting principles. Liabilities also include certain deferred credits that are not obligations but that ‘are recognized and measured in conformity with generally accepted accounting principles the interest of the government in an agency 3 excess of an agency's assets over its rt(SLINN LN3WNY3A09 1907 YOd ) IN3LSAS DNILNNODDV LNJINYSAOD MaN JHL NO IVANVIN at we rere rere er eee EE Eee ee