IM-BPM | V.

ROLES AND RESPONSIBILITIES

This section of the Business Process Manual presents a detailed listing of all the roles and
responsibilities assigned to the individual functions included in this document. This section
shall be used as reference for the specific tasks and shall aid in transferring work knowledge
in case of new hires or other changes in positions.

This document shall be updated (if applicable) when changes to the Business Process
Manual are effected.

Accounting Head  Performs inventory count planning procedures and

Accounting Supervisor
Assistant General Manager
Count Team Lead
determines the scope.
 Determines and indicate the applicable General
Ledger Account, Inventory Account, and other
accounting related details in the IMF
 Reviews and approves valid IMF
 Approves the summary of items for cleanup as
recommended in the audit report
 Encodes counted items in the system and generates
variance report
 Coordinates with the Internal Audit Staff and Stock
Custodian for recount of inventory as reflected in the
variance report
 Inputs verified count results in the system and
generates variance report between count results and
system balances
 Adjusts the inventory balances in the system under
the supervision of the Accounting Manager
 Reviews and approves the delivery schedule and
booking schedule, in case of Third Party Forwarders
 Performs inventory count planning procedures and
determines the scope
 Identifies which items shall be subject to pre-counting
 Indicates in the Pre-listing which of the items shall be
subject to pre-count, by writing “For Pre-count” in the
remarks field
 Signs in the “Prepared by” field of the Pre-list

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 Forwards the Pre-list to the Warehouse Coordinator

 Supervises over the pre-counting of items
 Signs in the “Supervised by” field of the Pre-count Slip
 Attaches the Pre-count Slip to the shelves or crates
 Signs the “Noted by” field of the count sheet. And
forwards the document to Warehouse Manager.
 Supervises the recount procedures
 Counts the items and determines whether the count
reconciles with the recount
 Indicates the verified quantity in the “Verified
Quantity” field of the Variance Report
 Returns the Variance Report to the Accounting
Supervisor and signs in the “Verified by” field of the
Recount Monitoring Sheet
 Investigates the count variances
 Documents the explanations and justifications to the
variances
Dispatcher  Verifies completeness of items in the staging area
 Matches the Stock Release against the Pick List
 Supervises the Forklift Operators and Helpers in
placing the items in the loading of the items
 Forwards the Warehouse copy of the Stock Release
and supporting documents to the Outbound
Warehouse Coordinator
 Signs in the “Released” by field of the Load Sheet
 Ensures driver’s signature in the “Driver” field of the
Load Sheet, thereafter, endorses the driver’s copy of
the Load Sheet to the driver
 Places BTW and Load List inside the container
van/delivery vehicle
 Ensures that the delivery vehicle is properly sealed
Guard on Duty  Requires the trucker or vendor representative to log
in the guard’s log book and checks the delivery
document if addressed to the Company
 Facilitates the queuing of the delivery trucks
 Forwards the delivery documents to QA Team Lead
 Checks for the Load Sheet upon the delivery vehicle

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exit from the Warehouse’s premises and signs in the

“Guard on Duty” field of the Load Sheet
Internal Audit Manager  Checks the report summarizing the observations on
the system log review
 Reviews summary of items for cleanup and
appropriateness of actions indicated.
 Schedules meeting with the Accounting Head,
Warehouse Manager, Assistant General Manager and
Product Manager for the physical count planning
 Performs inventory count planning procedures and
determines the scope
 Reviews and approves the documentation of the plan
for the inventory count
 Oversees the overall count
 Reviews the count documentation and signs in the
“Noted by” field of the documentation
Internal Audit Staff  Retrieves IMFs related to the period covered
 Checks if all creations, modifications and deactivations
are supported by a corresponding IMF
 Prepares report summarizing observations
 Signs the “Prepared by” field of the report
 Files the reviewed report
 Documents the plan for the inventory count and
forwards the documentation to the Internal Audit
Manager
 Verifies the count tags and count sheets against the
Pre-list
 Signs in the “Verified by” field of the count sheets
 Distributes the count sheet for the actual physical
count
 Indicates the counter’s name in the “Counter 1” and
“Counter 2” field of the Count Monitoring Sheet
 Counts the item and indicates in the count sheet
 Signs the “Counted” field of the count sheet
 Reconciles the inventory should there be differences
 Submits the reconciled count sheet to Count Team
Lead

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Logistics Officer - Local
Logistics Officer - Imported
MID Staff
 Performs recount procedures
 Verifies the quantity of the Items listed in the
Variance Report
 Reviews the documentation presented by the Count
Team and signs in the “Reviewed by” field of the
documentation
 Checks for any approved open Sales Invoice or BTW in
the system tagged categorized as VisMin Area, in case
of Third Party Forwarders
 Prepares Delivery Schedule
 Prepares booking schedule with at least three (3)
accredited forwarders. Coordinates with the third
party forwarders for the availability dates
 Generates Pick Lists, Stock Release and forwards to
Warehouse Supervisor, as well as the approved
Delivery Schedule
 Receives list of shipments cleared from customs
custody, along with the related packing list (PL) and
billing of lading (BL)
 Schedules unloading of the container vans
 Advises carriers to pick up the container van from the
port or container yard
 Forwards the unloading schedule to the Warehouse
Manager
 Inspects the completeness of signatures in the IMF
prior to processing of the change request
 Ensures that the item to be created is inexistent in the
item master file by searching the unique attributes of
the item account requested. In case the item already
exists but deactivated, activates the requested item.
 Retrieves existing item in the system, in case of
modification and effects changes in the item master
file as indicate in the IMF
 Deactivates the item in the system as supported by
valid IMF
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 Signs over printed name in the “Executed by” field of

the IMF and indicates the date of execution once
change request is completed
 E-mails the requestor and the department heads that
the change request has been successfully executed in
the system
 Files the completed IMFs
 Generates from the system the logs of changes
effected to the item master files for the period
covered by the review
 Checks completeness of the authorized signatures in
the summary of items for cleanup
 Executes actions indicated in the report
 Countersigns in the report and Indicates date of
execution
 Sends an email to the requestor and approvers that
the modification has been successfully effected in the
system
 Files the closed report
MID Supervisor  Checks whether the details of the created item or
changes in the item master file matched with the
approved request
 Returns the IMF to the MID Staff for any revision
 Verifies whether the revision has been correctly done
by the MID Staff
 Stamps “Completed” on the processed IMF
 Returns the processed summary of items for cleanup
to the MID Staff for any revision, thereafter, verifies
whether the revision has been effected.
 Stamps “Closed” on the processed report once
correctly executed by the MID Staff
Outbound Logistics  Checks for any approved open Sales Invoice or BTW in
Supervisor the system categorized as Luzon or Metro Manila
area, in case of in-house trucking
 Generates Pick Lists and Stock Release and Prepares
Delivery Schedule
 Forwards Pick Lists, Stock Release and Delivery

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Schedule to Warehouse Supervisor

 Reviews the Load Sheet against the supporting
documents
 Posts the Load Sheet in the system
 Signs in the “Approved by” field of the Load Sheet
Outbound Warehouse  Accomplishes Load Sheet
Coordinator  Prints three (3) copies of the Load Sheet
 Signs in the “Prepared by” field of the Load Sheet
 Forwards the Load Sheet and supporting documents
to the Outbound Logistics Supervisor for review and
approval
 Forwards the Load Sheet, along with the supporting
documents to the Dispatching In-Charge
Product Manager  Nominates product code of an item
 Approves valid change requests to item master files
 Reviews the results of master file clean up and
approves audit recommendations thereof as deemed
necessary according to the policies and procedures of
the Company
 Involves in inventory count planning procedures
including determination of scope
Purchasing Staff  Forwards copy of approved purchase order (local) to
Warehouse Manager
QA Team Lead  Receives schedule of unloading from the Warehouse
Manager
 Ensures that manpower will be available at the
expected time of arrival of items
 Updates the incoming delivery schedule
 Checks for the Branch Transfer Worksheet for back-
loading and ensures that the back load is previously
approved by the Product Manager

 Receives notice for any incoming backload items for

cross dock or returns
 Summarizes incoming receipts. Prepares the Incoming
Delivery Schedule

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 Receives the delivery document. Verifies the validity

of the delivery from the Incoming Delivery Schedule
 Prepares the Shipment Monitoring Slip for imported
items
 Prints the blind receiving document
 Takes photo of the container before opening the seal,
photo of the unbroken seal, and photo of the item
stocking (while in the truck) once opened, in the
presence of Warehouse Manager, Stock Custodian,
third party driver, Helpers and Forklift Operator. If
there are breakage and spoilage, takes another set of
photos of the said items.
 Authorizes the count and inspection of the delivery
after all necessary photos are taken
 Takes photo of the damage items and notes the
nature of damage for documentation purposes. Then,
prepares Damage Slip
 Assigns the blind receiving document or delivery
document, as applicable, to the Stock Custodian
 Supervises the forklift operators and helpers in the
preparation of the items into the staging area for
receiving
 Matches the items and quantities of the receiving
documents
 In case of excess items identified beyond the
tolerance limit, verifies from the Purchaser whether or
not such shall be accepted. If accepted, checks for any
open PO where the receipt may be processed.
 Forwards the Blind PO/PL/BTW and delivery
document to the Warehouse Coordinator for the
creation of the Receiving Report or BTW

 Reviews the RR or TS against the Blind PO/PL/TS and

supporting documents. Advises the Warehouse
Coordinator to incorporate any revision and signs the
RR

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Sales Manager  Determines the Standard Unit Price (SUP) of an item

each
Stock Custodian  Counts and inspects the items received
 Attaches bar code sticker or tags to the items for
proper identification
 Signs in the “Received by” field of the receiving
document
 Requires the carrier, vendor or consignor
representative to acknowledge the discrepancy by
signing in the delivery document
 Forwards the accomplished blind receiving document,
as applicable, to the QA Team Lead
 Indicates in the Pick List (PL) the actual quantity of the
items prepared
 Endorses the items and Warehouse Copy of the
Picking List to the Dispatching In-Charge upon
preparation of all items in the shipment
 Arranges the items and ensures that markings from
previous counts are properly removed or crossed out
and damaged items are identified
 Identifies the items located in the shelves and
accomplishes the Pre-count list template by filling in
the required information, for each item located in the
shelves
 Pre-counts the items listed in the Pre-count List
 Attaches the count tags to the items
 Counts items subject to pre-count
 Accomplishes Pre-count Slip and fills in the required
information
 Signs in the “Pre-counted by” field of the Pre-count
Slip

 Counts the item and indicates in the count sheet,

during actual physical count
 Signs the “Counted” field of the count sheet
 Reconciles the inventory should there be differences
and submits the reconciled count sheet to Count

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Team Lead
 Performs recount procedures
 Verifies the quantity of the Items listed in the
Variance Report
Warehouse Coordinator  Inspects the delivery documents then matches
quantities and retrieves applicable PO or BTW in the
system
 Edits the received quantities to match with the actual
quantities indicated in the Blind PO/PL/BTW
 Saves the RR and indicates the RR number or in the
Blind PO/PL, for easier retrieval of the saved RR
 Forwards the Blind PO/PL and supporting documents
to the QA Team Lead for review
 Generates count tags and count sheets
 Forwards the count tags, count sheets and Pre-lists to
the Internal Audit Staff
Warehouse Manager  Assesses the capacity of the Warehouse to
accommodate the incoming deliveries
 Forwards unloading schedule to QA Team Lead
 Performs inventory count planning procedures and
determines the scope
 Approves and posts the Receiving Report (RR) or
Branch Transfer Worksheet (BTW) the system
 Prints the posted RR or BTW and signs in the
“Approved by” field of the RR or BTW
 Reviews and approves the Delivery Schedule, in case
of in-house trucking
 Signs the “Reviewed by” field of the count sheet and
forwards the document to Accounting Supervisor

Warehouse Supervisor  Assigns Pick Lists to the Stock Custodian and Stock
Release to Dispatching In-Charge
 Supervises Forklift Operators and Helpers in
preparation of the items in the staging area

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