Provincial General Services Office

Department
Supply Management Division
Procedures Delivery, Inspection and Acceptance of Supplies, Materials and Equipment

Policy
No. Transaction Flow Responsible Person(s) Detailed Procedures
Guidelines
Based on COA Training
Start Handbook on PSMS

PGSO Inspectorate Team - Inspector will ask from the
Receive goods Supplier approved copy of
/supplies P.O. In case the Supplier
delivered by does not have a copy, the
former will ask from the
suppliers
Supply Mgt. Personnel
concerned.
- Inspector, will cross-check
the goods on PO w/ the
goods on the Delivery
1
Receipt (DR) or Sales
Invoice (SI) and the actual
goods delivered if they all
coincide.
- Inspector will sign the
DR/SI after thorough
inspection.
- Then the Accepting Officer
will sign the receive
portion of said DR/SI.
Deliveries must be made
within the stipulated
time reflected on PO, and
during weekdays and
within office hour.
No delivery shall be
accepted w/o the
approved P.O.
The DR/SI must specify
exactly the correct
descriptions or
specifications of the
items delivered based on
the PO.
 - Prepares the following IAR must indicate exactly
PGSO Supply Mgt. Division Personnel documents in support for what is written in the DR
Preparation of payment:
supporting  Inspection and ARE (for items 5,000
documents for Acceptance Report pesos and above) should
(IAR) have complete
payment of
 Acknowledgement description/specification
goods/supplies Receipt For Equipment of the items (brand,
delivered by (ARE) model, color, serial
Supplier  Inventory Custodian Slip number, length, etc.).
(ICS) Complete name and
 Waste Material Report signature of end-user
(WMR) must be reflected on the
 Requisition and Issue “receipt portion”
2
Slip (RIS)
PACCO  Voucher ICS (for items below
5,000 pesos)

WMR must have actual

submission of waste
material

RIS must bear the

complete name and
signature of the end-user