Annex D - BACK OFFICE SUPPORT STRUCTURE
Back-Office Support Activities
1. Staffing of Collection / Account Management How many persons are responsible for Account Management and under what Dept do
Team
2. Level of Collection Efficiency
3. Level of Automation Employed
Questions Reply
they belong?
1 AR System Specialist
How many persons are responsible for Collection and under what Dept do they belong?
2 Credit and Collection Specialist (Current Accounts & High Risk Accounts)
On the average, how many have the Backroom Team been in the company? - This
question establish whether or not the team has mastery/familiarity of the buyers and
their payment-behaviors
1 Supervisor, 2 Credit and Collection Specialist (Current Accounts & High Risk Accounts)
Where turn-over of employees seem frequent, how does the company manage
replacements/backfilling?
Objective is to fullfil the requirements with in 30 days
What is the total number of Buyers currently managed by the backroom team (current
and past-due)?
440 (274 Current / 166 Past Due)
What % of these buyers are 1 to 90- days past-due? 38%
What % of these buyers are 91 days and up past-due? 62%
How do Buyers pay?
PDC [ x ]
OTC - Bank Payment [ x ]
OTC - Developer's Office [ x ]
Remittance [ x ] Others :
_______________________________
For Buyers paying thru PDC, how are the number of checks monitored and what is the
process for requiring buyer to replenish them?
PDC checks are recorded & posted to the AR System and it was send to the affiliated
banks for PDC warehousing. If case of Daif check the Bank notify treasury dept. then
treasury dept. endorsed it to CNC then CnC call the buyer with daif to replenish the daif
check by paying in cash thru bank to bank deposits, cash over the counter/cashier
and/or thru re-deposit of daif check
for Buyers without PDCs, how is the backroom team able to determine if an installment
was not paid? How long does it take for the team to detect non-payments?
Thru the Ar Aging Summary report validated thru the buyer's ledger from the AR system
Is there a Automation Collection System being used?
Yes [ x ] No [ ] If Yes, Name of System: Accounts Receivable System (ARS)
Where was it developed?
Local / Purchased [ x ] Local/In-house [ ]
Imported / Purchased [ ]
How long has the company been using the system? 4 years
 What essential functions can the System Handle?

Recording of Buyer Info [/]

Generation of Amortization Schedule [/]
Payment - posting [/]
Penalty Calculation [x]
Report Generation [/]
PDC monitoring [/]
Generation of SOA / Billing [x]
Others: _______________________________
_______________________________
_______________________________
Buyer's Prooflist, Collection Report
What type of reports can the System generate? Please enumerate
4. Collection Process if Backroom Operations How does the backroom team post/manage buyers' payments? Excel?
are not Automated

5. Data and/or File Recovery System and
Procedures
1. Collection of PDC - Upon receipt of the PDC's the cashier will issued the PR and
transmit to HO all PDC's together w/ the printed collection report & the copy of PR. The
treasury assistant will then record the PDC's & post it to ARS. It was then endosed to the
affiliated Bank of DDC for warehousing. However, upon clearing of the said PDC,
treasury dept. will then assign the corresponding OR and update & post all the cleared
payments of the specific buyer thru the ARS. 2. For Cash buyer -
Upon receipt of the Cash payment, the cashier will then issued the corresponding OR.
The cashier will deposit the payment to the bank account of DDC & transmit to HO the
OR together with the collection summary report. Then the treasury will record & post
the payment to the specific buyer thru the ARS.
How is the team able to generate Amortization Schedules? Through buyer's ledger
How is the team able to generate Statement of Account / Billing? The statement of account is manually prepared separately
How is the team able to calculate interest/penalties? The interest/penalties is calculated manually through the statement of account
prepared
Every month there is an aging report manually
prepared by the AR team, there is a separate
How is the team able to generate a report of defaulted buyers? Every month there is ancolumn for the
aging report defaulted
prepared byaccounts
the AR team, there is a separate
How is the team able to determine aging of defaulted buyers? column for the defaulted accounts
How are buyers' data, payment records and documents stored? All documents of the buyers are kept in folder with their respective names and unit
purchased; when it comes to database there is also a back up incase of file corruption
Are these kept in a secured / fire-proof storage? What kind of storage is this? Yes [ ] No [ x ] If Yes, please specify ________________

Are the any back-ups or recovery processes? Please specify Yes [ x ] No [ ] If Yes, please specify: In-house IT file

Who is in responsible for data storage/safekeeping? The backed up data is saved in inhouse IT files
6. Collection Reporting, Collection Process and How are collections and defaulted accounts currently being reported to management? It is reported in a quarterly basis with printed AR summary report discussed & submiited
Remedial Measures to the comptroller & give's copy to the agents
What are the details indicated in the report?
Project Location, Phase, Block & Lot, Buyers Name, Equity Balance, Payment, Net Equity,
Start of equity date, End of equity date, Oustanding Balance
How often is the report prepared / generated? By sendingDaily [ ]Letters
demand Weekly [ x ] Monthly
& endorsement [ ]filing
to Court Others: And
for non Quarterly
payment & no
What notifications and actions taken for defaulted buyers who are: commitments to settle

What are actions taken

(example: door-to-door
Aging How are buyer's notified collections, cutting of utilities,
cancellation, ejectment)

1-month in default By sending Notice of Dishonor or 1st Notice Follow-up call

2-months in default By sending the 2nd Notice Follow-up call
3-months in default By sending the 1st demand letter Follow-up call
4-months in default By sending the 2nd or Final demand letter Endorsement to Court Filing
 Etc.
What is your process for cancelling CTS?
Do you restructure payment terms such as extension of term or rate reduction? At
which point? Yes there is restructuring program such as Discount on the interest and extension of
payment terms however interest is extended up to the month of negotiated extended
terms
What happens to buyers who are unable to secure Pag-ibig or Bank Approval prior to
turn-over of unit?
7. After Sales Service Do you have a customer-relations / service team?
Yes [ ] No [ ]
How many employees are in the team
What services does this team provide?
Who is in charge of buyer-complaints?
How are complaints escalated?
Where do the buyers go for post-sales requests (such as request for SOA, copies of title,
CTS, etc.)?

8. Other Essential Information (Please indicate

here any other information you may deem
relevant in establishing backroom activities