exercise in physical inventory lmc 2014

Exercise in Physical Inventory and Accounting of Properties

LOGISTICS MANAGEMENT COURSE 2014-10

INVENTORY IS AN ITEMIZED LIST OF SUPPLIES OR PROPERTY ON HAND CONTAINING DESIGNATION OR DESCRIPTION OF EACH SPECIFIC ARTICLE WITH ITS VALUATION.

WHAT IS INVENTORY?

IMPORTANCE OF INVENTORY TAKING

• Under the periodic inventory system, quantities on hand are ascertained through the conduct of physical inventories at the end of each period.

• FREQUENCY OF INVENTORY TAKING

Aside from the annual inventory, each office shall

undertake a running test inventory of property under its accountability at any given time to ascertain the correctness of the supplies or property records in order to determine possible losses occasioned by fire, theft or other casualty or incident.

1) Physical Inventory-Taking

- the inventory team shall detail the object of inventory.

- identify the item by code number and location to be written on the property tag and attached to the item.

EXECUTION

• After the physical inventory-taking, the Inventory Committee shall reconcile the results of the head count with that of the property and accounting records.

• All discrepancies between the physical and book inventories must be investigated, cleared and reconciled immediately.

• If necessary, written explanation shall be required from accountable and responsible officers.

2) Reconciliation of Property and Accounting Records

• The Inventory Committee shall accomplish the required inventory format reports to be certified correct by the responsible official in charge thereof. The report shall be submitted at the end of the 3rd Quarter of every year.

3) REPORTING

APPLICABLE COA

LAWS, RULES

AND

REGULATIONS

60

Sec 491, GAAM Vol. I

ACCURATE INVENTORIES REQUIRE A METHODICAL SYSTEM AS OUTLINED.

That is, all discrepancies between physical and book inventories must be investigated and cleared immediately. If necessary, written explanations shall be required from persons responsible.

Sec 159, COA CIRCULAR 92-386

Discrepancies or losses that may be disclosed thereby shall immediately be reported to the provincial, city or municipal auditor for appropriate action in accordance with these regulations.

61

Sec IV, COA CIRCULAR 80-124

Inventory reports of regional/branch offices shall be submitted to the agency head not later than January 20 for consolidation and the consolidated inventory shall be submitted to the COA not later than January 31 of each year, unless extended by the COA Chairman upon prior request of the head of the agency head concerned.

Sec V, COA CIRCULAR 80-124

All inventory reports shall be prepared on the prescribed form and certified correct by the Committee in-charge thereof.

64

1. Disposal of properties were not properly recorded/improper disposal procedure.

2. Inherited properties from PC/INP days still exists in the books of accounts of DC Accounting but they are no longer found in the unit.

3. DC-Accounting was not furnished copies of Property Turn-In Slip (PTIS) & Inspection & Inventory Report (I&IR) of all disposed BER equipments to be written off in the books of accounts.

Causes of Non-Reconciliation of Records

4.The discrepancy could have been item found in stations (i.e. donations, items carry over PC/INP).

5.All PS-DBM procured equipments are directly delivered to the end-users without proper booking by the Supply Accountable Officer (SAO) for PNP-Wide Properties.

Causes of Non-Reconciliation of Records

AUDIT OBSERVATIONS CY 2013( AOM No. 2014-013 Dtd May 26, 2014)

• The Property,Plant and Equipment(PPE) account balances of Php15,137,588,757.67 were not accurate due to the (a) non-reconciliation of the difference of Php6,430,541,78.86 between the inventory reportand the accounting records balances of equipment accounts and (b) inclusion of obsolete and unserviceable property in the PPE accounts, which were not reclassified to the other Assets account ,contrary to COA Circular No. 2004-008 dated Sept. 20,2004.

AUDIT OBSERVATIONS CY 2013( AOM No. 2014-013 Dtd May 26, 2014)

• The difference between the books and inventory balances was attributed to the following reasons: a) Property , Plant and Equipment Ledger Cards(PPELC) were not maintained in the Accounting Division,ODC which should be reconciled with General Ledger control accounts b) Property Cards were not maintained by the supply accountable Officer(SAO) which should be reconciled with the PPELC in the Accounting Division,ODC. c) There was no reconciliation made between the Property Office and the Accounting Division.

• Inventory Reports shall comprise of the following:– Motor vehicles such as patrol cars, troop carriers,

motorcycles, patrol boats– Firearms such as long and short firearms, crew serve

weapons– Office equipment such as airconditioner, typewriter,

photocopying machines– IT equipment such as laptop, CPU and monitor, printers– Furniture and fixtures such as such as chairs, tables,

steel cabinet

What are PNP Properties?

– Other machineries and equipment such as refrigerator, television, coffee maker

– Electrification, power and energy structures such as generator powerhouse

– Medical, dental and laboratory inventory such as ECG machines, dental chairs, microscope

– Sports equipment such as gym equipment & accessories

– Technical and scientific equipment such as fingerprint kit, evidence collection kit, paraffin test kit

– Work and other animals such as horses, K-9 dogs

What are PNP Properties?

Format of Inventory Report

DESCRIPTION (1)Property Nr

(2)

Acquisition

Date (3)

Acquisition Cost (4)

Cost of Repair (If Any)

(5)

Current /or

Depreciated Value

(6)

SOURCE (Loan,

Organic, Donation)

STATUS

(Svc, Uns)

(8)

BALANCE PER STOCK CARD

(9)

ON HAND PER COUNT (10)

SHORT (11)

OVER (12)

REMARKSType Make Serial Nr Qty Value Qty Value Qty Value Qty Value Users Name

Coffe Maker Krups 240-0062009

8,900.00

Organic Svc 1

8,900.00 Conf Rm

MicrowaveAmerican

Home 075690500024S 240-0062008

4,500.00

Organic Svc 1

4,500.00 Conf Rm

DVD Player w/ speaker (Home Theatre)

SamsungB9801RPS2007253

240-0082009

35,000.0

0 Donatio

n Svc 1 35,000.00 Conf Rm

VCD/DVD Player Sony 240-0082003

7,500.00

Organic Svc 1

7,500.00 TDPL

Multi-Media Projector

Toshiba 240-016

2004

80,000.00

Donation Svc 1

80,000.00 Supply Rm


Toshiba 99593934240-016

2009

75,000.00

Donation Svc 1

75,000.00 Supply Rm

Radio/Cassette Reorder

240-019 2009

2,200.00 Organic Svc 1

2,200.00 Supply Rm

Radio/Cassette Recorder

Sony 240-019 2009

7,500.00

Donation Svc 1

7,500.00 NUP Nadres


Sony 240-019 2009

6,800.00

Donation Svc 1

6,800.00 NUP Postor

RefrigeratorNational

240-020 2002 9,000.00

Organic Svc 1

9,000.00 Admin

Refrigerator

Panasonic 5.0

cubic ft 240-020 2009 8,850.00

Organic Svc 1

8,850.00 ODPL

Television Samsung

10693YAQ101117A 240-021

2009

25,000.00

Donatio

nSvc

1 25,000.00 EDPL

Television Samsung

10693YAQ100828Y 240-021

2009

26,000.00

Donatio

nSvc

1 26,000.00 DDPL

Television Samsung

AZ8E3DGS500233K 240-021 2009

26,000.0

0

Donation

Svc 1

26,000.00 Conf Rm

Television 240-021 2006

15,000.0

0

Donation

Svc 1

15,000.00 TDPL Rm

Wall Clock 240-024 2009 600.00

Organic Svc 1

600.00 DDPL

Wall Clock 240-025 2009 700.00

Organic Svc 1

700.00 Secretary

Sub-total

19

338,550.00

Item: OTHER MACHINERY EQUIPMENT 1. This report shall be used either supplies or equivalent but not both. Agency: PHILIPPINE NATIONAL POLICE 2. The inventory should be made at least once a year as of December 31, and a gain or loss should be made quarterly whenever there is a change

Unit/Office: Directorate for Plans 3. This report shall be signed by the following on the last page or on another page if there is no sufficient space on the last page

Date: November 20, 2009

the team members who conducted the inventory. the witness to the inventory taking. the representative of the office or department concerned.

Name of Accountable Officer: Ms Mary P Maranan

Designation: SAO, HSS They shall initial all the pages of the inventory report.

Item: OTHER MACHINERY EQUIPMENT

Agency: PHILIPPINE NATIONAL POLICEUnit/Office: Directorate for Plans



Designation: SAO, HSS

Standard Heading

Transportation EquipmentDESCRIPTION

(1)

Property Nr (2)

Acquisition

Date (3)


Cost of Repair

(If Any) (5)

Current /or

Depreciated

Value (6)

SOURCE (Loan,

Organic, Donation)

(7)

STATUS (Svc,

Uns, BER)

(8)

BALANCE PER STOCK

CARD (9)


SHORT (11)

OVER (12)

WHEREABOUTS (13)

Type MakeEngine

NrChassi

s NrPlate

NrQty

Value

Qty

ValueQty

Value

Qty

ValueUsers Office Users Name

MOTOR VEHICLES

Innova

Toyota

2KD-98459

72 2494

KUN40-

5016012

241-002

2007

800,000.00

Organi

cServiceabl

e

1 800,000.00

DPL TDPL

Sentra

Nissan

GA16-P001788H

BAYALHFB14C2846

9

SEV 931

241-002

1999

520,000.00

Organic

Serviceable

1

520,000.00

DPL

OTHER TRANSPORTATION EQUIPMENT

Motor

Cycle

Yamaha

AR62199

1999

80,000.00

Organic

Serviceable

1

80,000.00

DPLNUP Antonio Patrocinio-Official Courier

Motor

Cycle

Honda

KCN05E00891

5

KCN0500891

5 2009

155,000.

00

Organic

Serviceable 1

155,000.00

DPLPSUPT DAVID VINLUAN

Sub-total

4 1,555,000.00

DESCRIPTION (1)

Type Make Engine Nr Chassis Nr Plate Nr

MOTOR VEHICLES

Innova Toyota2KD-9845972 2494

KUN40-5016012

Sentra NissanGA16-

P001788HBAYALHFB14

C28469SEV 931


Motor Cycle

Yamaha AR62199

Motor Cycle

Honda KCN05E008915 KCN05008915


(1)

Property Nr (2)

Acquisition

Date (3)


Cost of Repair

(If Any) (5)

Current /or

Depreciated

Value (6)

SOURCE (Loan,

Organic, Donation)

(7)

STATUS (Svc,

Uns, BER)

(8)

BALANCE PER STOCK

CARD (9)


SHORT (11)

OVER (12)

WHEREABOUTS (13)

Type MakeEngine

NrChassi

s NrPlate

NrQty

Value

Qty

ValueQty

Value

Qty


MOTOR VEHICLES

Innova

Toyota

2KD-98459

72 2494

KUN40-

5016012

241-002

2007

800,000.00

Organi

cServiceabl

e

1 800,000.00

DPL TDPL

Sentra

Nissan

GA16-P001788H

BAYALHFB14C2846

9

SEV 931

241-002

1999

520,000.00

Organic

Serviceable

1

520,000.00

DPL


Motor

Cycle

Yamaha

AR62199

1999

80,000.00

Organic

Serviceable

1

80,000.00


Motor

Cycle

Honda

KCN05E00891

5

KCN0500891

5 2009

155,000.

00

Organic

Serviceable 1

155,000.00


Sub-total

4 1,555,000.00

Property Nr

(2)

Acquisition Date (3)

Acquisition Cost

(4)


(5)

Current /or

Depreciated Value

(6)

SOURCE (Loan, Organic,

Donation)

(7)

STATUS

(Svc, Uns, BER)

(8)

241-002

2007

800,000.00 Organic Serviceable

241-002

1999


1999 80,000.00

Organic Serviceable

2009



(1)

Property Nr (2)

Acquisition

Date (3)


Cost of Repair

(If Any) (5)

Current /or

Depreciated

Value (6)

SOURCE (Loan,

Organic, Donation)

(7)

STATUS (Svc,

Uns, BER)

(8)

BALANCE PER STOCK

CARD (9)


SHORT (11)

OVER (12)

WHEREABOUTS (13)

Type MakeEngine

NrChassi

s NrPlate

NrQty

Value

Qty

ValueQty

Value

Qty


MOTOR VEHICLES

Innova

Toyota

2KD-98459

72 2494

KUN40-

5016012

241-002

2007

800,000.00

Organi

cServiceabl

e

1 800,000.00

DPL TDPL

Sentra

Nissan

GA16-P001788H

BAYALHFB14C2846

9

SEV 931

241-002

1999

520,000.00

Organic

Serviceable

1

520,000.00

DPL


Motor

Cycle

Yamaha

AR62199

1999

80,000.00

Organic

Serviceable

1

80,000.00


Motor

Cycle

Honda

KCN05E00891

5

KCN0500891

5 2009

155,000.

00

Organic

Serviceable 1

155,000.00


Sub-total

4 1,555,000.00

BALANCE PER

STOCK CARD

(9)


SHORT (11)

OVER (12)

WHEREABOUTS (13)

Qty

Value Qty Value Qty Value QtyValue

Users Office Users Name

1

800,000.00 DPL TDPL

1

520,000.00

DPL

1

80,000.00

DPL

NUP Antonio Patrocinio-Official Courier

1

155,000.00 DPL

PSUPT DAVID VINLUAN

4

1,555,000.00

Commo EquipmentDESCRIPTION (1) Cost of Current/or SOURCE

STATUS

BALANCED PER STOCK ON HAND PER COUNT SHORT OVER REMARKS

Property Acquisition Acquisition Cost of Repiar

(if Any) Depreciated

(loan, Org,

(Svc, Uns, [9] {10} [11] [12] [13]

Nr Date Cost (If Any) Value Donation BER)

TYPE MAKE Serial Nr [2] [3] [4] [5] [6] [7] [8] QtyValu

e Qty Value Qty Value QtyValu

e Users Office Users Name

RCEO 5

Amplifier-PA SystemATYA PA-950

229-034 1991 Org Svc 1 4,000.00

RCEO5

SPO1 Esmilla s.

Amplifier-PA SystemSPARTAN PA-701

229-034 1991 Org Svc 1 4,000.00

OPRMS

SPO2 Juarez, SB

Amplifier-PA Pwr Mixer ATYA PM-12 229-034 1991 Org Svc 1 4,000.00

RCEO5 SPO1 Esmilla, SB

Base Radio-Conv FONTEK FM-4016H 309211 229-003 1995 Org Svc 1 31,018.00 IMS, RCEO5 SPO1 Esmilla, JB Jr

Base Radio-Conv Icom IC-735 Base 16995 229-003 1992 Org Svc 1 30,000.00 RCEO5 On Stock

Base Radio-Conv ICOM IC-V100 Base 16019 229-021 1990 Org Svc 1 27,500.00 IMS, RCEO5 SPO1 Esmilla, JB Jr

Base Radio-Conv ICOM IC-V100 Base 15021 229-021 1995 Org Svc 1 27,500.00 RTOC SPO1 Rejano, EJ

Base Radio-Conv ICOM IC-V100 Base 18300 229-021 1995 Org Svc 1 27,500.00 RCEO5 On Stock





Base Radio-Conv

UNIDEN SMH-400D Base 15000255 229-003 1995 Base Radio Org Svc 1 35,961.24 RCEO5 Radio Room

Base Radio-Conv

UNIDEN SMH-400D Base 15000400 229-003 1992 Base Radio Org Svc 1 35,961.24 RCEO5 On Stock

Base Radio-Conv


Base Radio-Conv


Base Radio-Conv Motorola Max Trac 481SVF5920 229-001 9/31/09 Base Radio Org Svc 1 100,000.00 RCEO5 On Stock

Base Radio-Conv Motorola Max Trac 7042 229-001 9/31/09 Base Radio Org Svc 1 100,000.00 RCEO5 On StockBattery Charger Motorola Charger MTS

2000 229-009 3/31/2008 1,550.00 Org Svc 3 4,650.00 RCEO5 On StockBattery Charger Motorola Charger MTS

2000 229-009 3/31/2008 1,550.00 Org Svc 1 1,550.00 ORD, PRO5 PO1 Mabini, Junny L

DESCRIPTION (1)

TYPE MAKE Serial Nr

RCEO 5

Amplifier-PA System ATYA PA-950

Amplifier-PA System SPARTAN PA-701

Amplifier-PA Pwr Mixer ATYA PM-12

Base Radio-Conv FONTEK FM-4016H 309211

Base Radio-Conv Icom IC-735 Base 16995

Base Radio-Conv ICOM IC-V100 Base 16019







Base Radio-Conv UNIDEN SMH-400D Base 15000255




Base Radio-Conv Motorola Max Trac 481SVF5920

Base Radio-Conv Motorola Max Trac 7042Battery Charger Motorola Charger MTS 2000 Battery Charger Motorola Charger MTS 2000


STATUS




(loan, Org,

(Svc, Uns, [9] {10} [11] [12] [13]





RCEO 5


229-034 1991 Org Svc 1 4,000.00

RCEO5

SPO1 Esmilla s.


229-034 1991 Org Svc 1 4,000.00

OPRMS

SPO2 Juarez, SB












Base Radio-Conv


Base Radio-Conv


Base Radio-Conv


Base Radio-Conv






Property

Acquisition

Acquisition

Cost

Cost ofRepiar (if Any)

(If Any)

Current/orDepreciated

Value

SOURCE(loan, Org,

Donation

STATUS(Svc, Uns,

BER)

Nr Date

[2] [3] [4] [5] [6] [7] [8]

229-034 1991 Org Svc

229-034 1991 Org Svc

229-034 1991 Org Svc

229-003 1995 Org Svc

229-003 1992 Org Svc

229-021 1990 Org Svc

229-021 1995 Org Svc

229-021 1995 Org Svc

229-021 1991 Org Svc

229-021 1990 Org Svc

229-021 1992 Org Svc

229-021 1992 Org Svc

229-003 1995 Org Svc

229-003 1992 Org Svc

229-003 1992 Org Svc

229-003 1992 Org Svc

229-001 9/31/09 Org Svc


STATUS




(loan, Org,

(Svc, Uns, [9] {10} [11] [12] [13]





RCEO 5


229-034 1991 Org Svc 1 4,000.00

RCEO5

SPO1 Esmilla s.


229-034 1991 Org Svc 1 4,000.00

OPRMS

SPO2 Juarez, SB












Base Radio-Conv


Base Radio-Conv


Base Radio-Conv


Base Radio-Conv







[9] {10} [11] [12] [13]

Qty Value Qty Value Qty Value QtyValu


1 4,000.00 RCEO5 SPO1 Esmilla s.

1 4,000.00 OPRMS SPO2 Juarez, SB

1 4,000.00 RCEO5 SPO1 Esmilla, SB

1 31,018.00 IMS, RCEO5 SPO1 Esmilla, JB Jr

1 30,000.00 RCEO5 On Stock

1 27,500.00 IMS, RCEO5 SPO1 Esmilla, JB Jr

1 27,500.00 RTOC SPO1 Rejano, EJ






1 35,961.24 RCEO5 Radio Room





Firearms

DESCRIPTION (1)

Property Nr

(2)

Acquisition Date

(3)

Acquisition Cost

(4)


(5)

Current /or

Depreciated Value

(6)

SOURCE (Loan, Organic,

Donation)

(7)

STATUS (Svc, Uns,

BER) (8)


(9)


SHORT (11)

OVER (12)

Type Make Cal Serial Nr Qty Value Qty Value Qty Value Qty Value Users Name

PCOs

Pistol Taurus 9MM TZO2369 234-003 Permanent Serviceable

PSSUPT RODOLFO E FUENTES

Pistol Berreta 9MM M28797Z 234-003 Permanent Serviceable

PSSUPT ROBERT Q SORIANO

Pistol Jericho 9MM 32316407 234-003 Permanent Serviceable

PSSUPT WILBEN M MAYOR

Pistol Titan Cal .25DE04166 234-003 Permanent Serviceable

PSSUPT WILBEN M MAYOR

Pistol Glock 17 9MM HPL002 234-003 Permanent Serviceable

PSSUPT GEORGE R GADDI

PistolRemington 45 1398825 234-003

Permanent Serviceable PSUPT RANDOLF Y BALONGLONG

PistolRemington 45 1770308 234-003

Permanent Serviceable

PSUPT PERCIVAL AUGUSTUS P PLACER


PSUPT JON A ARNALDO

Pistol Tanfoglio 9MM AB49060 234-003 Permanent Serviceable

PSUPT DAVID M VINLUAN

Pistol Jericho 9MM 000750 234-003 Permanent Serviceable

PSUPT OSCAR P JACILDO

Pistol Berreta 9MM N58501Z 234-003 Permanent Serviceable

PCINSP RAMCHRISEN V HAVERIA JR


PCINSP ROLAND L AGOHOB

Pistol Tanfoglio 9MM AB49312 234-003 Permanent Serviceable

PSINSP CARLO C CACERES


PSINSP NOVA G DE CASTRO

DESCRIPTION (1) Property Nr

(2)

Type Make Cal Serial Nr

PCOs

Pistol Taurus 9MM TZO2369 234-003

Pistol Berreta 9MM M28797Z 234-003

Pistol Jericho 9MM 32316407 234-003

Pistol Titan Cal .25 DE04166 234-003

Pistol Glock 17 9MM HPL002 234-003

Pistol Remington 45 1398825 234-003

Pistol Remington 45 1770308 234-003


Pistol Tanfoglio 9MM AB49060 234-003

Pistol Jericho 9MM 000750 234-003

Pistol Berreta 9MM N58501Z 234-003


Pistol Tanfoglio 9MM AB49312 234-003


Other Machineries & Equipment

DESCRIPTION (1)Property Nr

(2)

Acquisition

Date (3)



(5)

Current /or

Depreciated Value

(6)

SOURCE (Loan,

Organic, Donation)

STATUS

(Svc, Uns)

(8)


(9)


SHORT (11)

OVER (12)

REMARKSType Make Serial Nr Qty Value Qty Value Qty Value Qty Value Users Name

Coffe Maker Krups 240-0062009

8,900.00

Organic Svc 1

8,900.00 Conf Rm

MicrowaveAmerican

Home 075690500024S 240-0062008

4,500.00

Organic Svc 1

4,500.00 Conf Rm

DVD Player w/ speaker (Home Theatre)

SamsungB9801RPS2007253

240-0082009

35,000.0

0 Donatio

n Svc 1 35,000.00 Conf Rm

VCD/DVD Player Sony 240-0082003

7,500.00

Organic Svc 1

7,500.00 TDPL


Toshiba 240-016

2004

80,000.00

Donation Svc 1

80,000.00 Supply Rm


Toshiba 99593934240-016

2009

75,000.00

Donation Svc 1

75,000.00 Supply Rm

Radio/Cassette Reorder

240-019 2009

2,200.00 Organic Svc 1

2,200.00 Supply Rm


Sony 240-019 2009

7,500.00

Donation Svc 1

7,500.00 NUP Nadres


Sony 240-019 2009

6,800.00

Donation Svc 1

6,800.00 NUP Postor

RefrigeratorNational

240-020 2002 9,000.00

Organic Svc 1

9,000.00 Admin

Refrigerator

Panasonic 5.0

cubic ft 240-020 2009 8,850.00

Organic Svc 1

8,850.00 ODPL

Television Samsung

10693YAQ101117A 240-021

2009

25,000.00

Donatio

nSvc

1 25,000.00 EDPL

Television Samsung

10693YAQ100828Y 240-021

2009

26,000.00

Donatio

nSvc

1 26,000.00 DDPL

Television Samsung

AZ8E3DGS500233K 240-021 2009

26,000.0

0

Donation

Svc 1

26,000.00 Conf Rm

Television 240-021 2006

15,000.0

0

Donation

Svc 1

15,000.00 TDPL Rm

Wall Clock 240-024 2009 600.00

Organic Svc 1

600.00 DDPL

Wall Clock 240-025 2009 700.00

Organic Svc 1

700.00 Secretary

Sub-total

19

338,550.00

Item: OTHER MACHINERY EQUIPMENT 1. This report shall be used either supplies or equivalent but not both. Agency: PHILIPPINE NATIONAL POLICE 2. The inventory should be made at least once a year as of December 31, and a gain or loss should be made quarterly whenever there is a change

Unit/Office: Directorate for Plans 3. This report shall be signed by the following on the last page or on another page if there is no sufficient space on the last page


the team members who conducted the inventory. the witness to the inventory taking. the representative of the office or department concerned.


Designation: SAO, HSS They shall initial all the pages of the inventory report.

DESCRIPTION (1)

Type Make Serial NrCoffe Maker Krups

MicrowaveAmerican

Home 075690500024SDVD Player w/ speaker (Home Theatre)

Samsung B9801RPS2007253

VCD/DVD Player Sony Multi-Media Projector Toshiba Multi-Media Projector Toshiba 99593934Radio/Cassette Reorder Radio/Cassette Recorder Sony Radio/Cassette Recorder Sony

Refrigerator National

RefrigeratorPanasonic 5.0 cubic ft

Television Samsung 10693YAQ101117ATelevision Samsung 10693YAQ100828YTelevision Samsung AZ8E3DGS500233KTelevision Wall Clock Wall Clock

Sub-total

GENERAL GUIDELINES

– Courtesy Call to Unit Director accompanied by the Chief of Logistics Divison

– Hard Copy of Inventory Report and final itinerary will be prepared by the unit to be inspected

– Inspection Team shall be accompanied by the unit Inspection Team

– Only two (2) members of the Inspection Team will conduct showdown/physical inspection of firearms

– Other members of the Inspection Team will check other PNP properties and equipment of the assigned unit

– At the end of the day, the members of the Inspection Team will meet for consolidation of reports

Inspection Proper

– After Inspection Reports are immediately required from each team– Each unit must consolidate the final Inventory Report with a

Certification that the report have been reconciled with the property records five (5) days after the inspection

– Units shall then submit the final Inventory Report to COA and NAPOLCOM to serve as their Annual Report following the prescribed format

– A copy of the final Inventory Report shall be forwarded to ODL, Attn: LPPD for consolidation

– LPPD will consolidate the After Inspection Report of each teams to be forwarded to DL for Chief, PNP’s information

Post - Inspection

• GOA Type “A” for uniformed personnel during the entrance & Exit briefing

• Casual/ Field Attire (Maong & Polo Shirt) with ID during the inspection proper

Attire

• Provide regular update on your activity with your Team Leader

• Stick to your itinerary except when advised/ approved by your Team Leader

• In case of doubt, consult your Team Leader• Maintain directory/ contact information of your Team

Members and logistics personnel• Follow security advice of host unit• Be courteous and polite when dealing with our

counterparts.

DO’s

• Avoid unnecessary remarks like comparing reports with other units. Note down your observations and explain politely the correct report or format.

• Do not engage in arguments or debate with your host unit’s counterparts especially on trivial matters

• Do not veer away from your itinerary as your Team Leader will monitor your progress from time to time.

DONT’s

Teams and Unit Assignment

• Group 1 – PSPG• Group 2 – CLG• Group 3 – HSS• Group 4 – CIDG• Group 5 – CSG• Group 6 – HS• Group 7 – HPG

Coordination

• Initial coordination was conducted by the LMC Secretariat thru TDL Memo addressed to the units to be inspected.

• Included in the memo are the following guidelines to be observed by the units to be inspected:– The RSPNCO and SAO must be present to assist the

inspecting team during the scheduled date of inspection

Coordination

– All Plant, Property and Equipment (PPEs) should be prepared for inspection. In case of firearms, kindly direct all personnel with issued firearms to report during inspection.

– An exit briefing with the Command Group and key officers shall be delivered by the inspecting team at the end of the exercise.

– All findings submitted by the students shall be taken as an applied research. This shall be subject for evaluation of the Directorate for Logistics and reference for future actions.

Submission of Requirements

• Submit your hard and soft copies of your Exit Briefing presentation to the LMC staff after the activity. Your grades for this exercise should be based on the contents of your exit briefing.

• After the activity, copies of the Inventory Reports shall also be returned to the LMC Secretariat.

• Target Date of Submission: October 8, 2014

Contents of Exit Briefing

• Sample exit briefing presentation is available with the secretariat for your guide.

End of Presentation

exercise in physical inventory lmc 2014

Documents

physical inventory

inventory committee

inventory team

object of inventory

annual inventory

consolidated inventory

frequency of inventory

periodic inventory system