REPORT ON THE PHYSICAL COUNT OF INVENTORIES (RPCI)

INSTRUCTIONS
A. This form shall be accomplished as follows:
1. Type of Inventory – inventory account name such as Office Supplies Inventory, Medical, Dental
and Laboratory Supplies Inventory, etc.
2. Date – date as of a given date
3. Name of Accountable Officer – name of the accountable officer
4. Official Designation – official designation of the accountable officer
5. Agency/Office – branch or office where the accountable officer is assigned
6. Date of Assumption – first day of assumption of the duties and responsibilities as accountable
officer
7. Article – type of item or article (e.g. folder, bond paper, ballpen)
8. Description – brief description of the article (e.g. file tagboard for legal size, 210mm x 297
mm(A4) min.of 70 gms, fine point black)
9. Stock Number – assigned stock number by the Supply & Property Unit
10. Unit of Measure – e.g. piece, ream, box
11. Unit of Value – cost per quantity unit
12. Balance per Card – quantity of items or articles appearing in the Supplies Ledger Card
13. On Hand per Count – quantity of items or articles per physical count
14. Shortage/Overage – excess of the quantity and total value of items or articles per supplies
ledger cards over that of the physical count or vice versa
15. Remarks – whereabouts, conditions and other relevant information relative to inventories

B. This form shall be used to report on the physical count of inventory items by type such as Office
Supplies, Accountable Forms, Medical, Dental and Laboratory Supplies, Food/Non-food Inventory,
etc. which are owned by the agency.

C. This shall be prepared every six month in three (3) copies and shall be certified correct by the
Inventory Committee and approved by the Head of Agency. This shall be distributed as follows:
Original – Accounting Unit
Duplicate Copy – Supply & Property Unit
Triplicate Copy – Inventory Committee file

D. It shall be submitted to the Auditor concerned not later than July 31 and January 31 of each
year for the first and second semesters, respectively.