dispatch checking procedure scp v5

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POLICIES AND PROCEDURES

PHILSTEEL GROUP OF COMPANIES

Document No.PR-GIA-DA-3

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ISSUE STATUS ORIGINATORS/INITIALS

DESCRIPTION/ DETAILS OF CHANGE DATE ISSUED

A First Issue

TITLE PROCEDURE FOR DISPATCH AUDIT OF OUTGOING DELIVERIES ANDMATERIAL TRANSFERS

PURPOSETo define the procedure in handling dispatch audit of outgoing deliveries andmaterial transfers

SCOPE Start: Receipt of Delivery Receipt (DR), or Material Transfer Report (MTR)

End: Review and analysis of dispatch reports

COVERAGE SCP Balayan

OWNERSHIP

Group Division Unit

PHC Internal Audit Dispatch Audit

SIGNATORIES POSITION SIGNATURE /

DATEPrepared By:

R. D. SalazarSenior

Audit Supervisor

Reviewed By:

G.Y. Pechayco Audit Head

IMPORTANT. Any proposed change in

this document must be coursed through

the owner of the document with the use of

a Policy/ Procedure Change Notice

(PPCN). Document Control Center

(DCC) is solely authorized to reproduce

and distribute copies of this document.

DOCUMENT CONTROL STAMP

CONTROLLED COPY # :


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PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS

DEALERS MARKET AND INDUSTRIAL MARKET

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EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)

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PRESIDENT - COO (PSCC)

EVP- CORP. SERVICES CHAIRMAN - CEO

CONTROLLED DISTRIBUTION

DOCUMENT CONTROL UNIT (DCU) AUTHORIZEDRECIPIENT

AREAS COVERED BY DCU

Off.of the Pres.-COO PSCC Off. of the Pres. PSCC

Off.of the Pres.-COO-PMPI/ SFPI Off. of the Pres.PMPI, SalesBP, SSD, SFPI-Sales

Off.of the Pres.-COO-SCP Off. Of the Pres.-SCP

Off.of the EVP-Corp. Services Off. Of the EVP-Corp. Services

SCP Balayan All Depts. In SCP- Admin Bldg.

PSCC Cabuyao All Depts. In PSCC-Cabuyao Plant

PMPI- Carmona All Depts. In PMPI-Carmona Plant

PMPI Cebu All Depts. In PMPI-Cebu Plant

SCP-Technical Services SCP-TSD; also, SCP-Production, Engineering,Maintenance, QA/QC, Plant Logistics

SCP- Finance SCP Finance, Sales-IM

PSCC/ PMPI Finance Finance PSCC/ PMPI

Group Treasury PHC Group Treasury & Controllership HRMD HRMD, Corp. Legal

Sales DM Sales-DM, Customer Service-DM

Marketing Marketing Services, Marketing Research

Logistics Purchasing(Central & Strategic), Traffic, IMPEX

SFPI All Depts. In SFPI Plant

Sales IM Sales IM

SCP Materials Management SCP Raw Materials, General Stores,Warehouse

Group Internal Audit Group Internal Audit

Systems and Procedures(Document Control Center)

(Master Copy) Off. Of the Chairman, S&P

Special Copy(ies):SPECIAL COPY NUMBER NAME AREA

Number of Controlled Copies:


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TASK RESPONSIBILITY REF./ SPEC.1.0 Receive any of the following transfer or delivery:

Delivery Receipt (DR)

Material Transfer Receipt (MTR)

Dispatch Auditor

2.0 Check for clarity of details written on the DR / MTR

3.0 Check for completeness of the signatories

4.0 Receive truck / crated products for checking

4.1 Inspect for completeness and clarity of labelsand tags on the loaded items

4.2 Check quantity and specification of finishedgoods/ materials if tallied with what isindicated in the DR or MTR

Refer to WorkInstructions (WI)5 and 6

4.3 Check weight and record result using theWeighing Report Form(1)

(1)Refer to Annex 1 forsample form and WI 1

4.4 Crated products are checked based on theattached tag signed by the Dispatch Auditorwho verified the sheets before it was wrapped.

(This activity is applicablefor crating products only)

4.5 Record all inspection done using the followingforms:

Daily Dispatch Checking Report(2)( )

Refer to Annex 2 forsample form and WorkInstruction 2

Countsheet(3) Dispatch Auditor( )

Refer to Annex 3 forsample form

Dispatching Discrepancy Report(4)(To be accomplished for discrepancies

found)

Dispatch Auditor

Dispatch Auditor

(4)Refer to Annex 4 for

sample form and WI 4

4.6 Sign DR/MTR to confirm verification of itemsfor delivery DR Forward all DR copies to Gate Guard

through Truck Driver MTR Detach the white copy for filing


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4.7 Check the number of pallets, coil saddle, anddunnages if tallied with what is indicated in thePallet Lumber Issuance Receipt(PLIR).

PLIR Detach the green copy for filing andforward the other copies the Gate Guardthrough Truck Driver

Dispatch Auditor

5.0 Prepare a monthly summary report on the following:

Monthly Dispatch Checking Report

(MDCR)

(6)

Submit this report to the PHC VicePresident, Plant Manager, and MMD Head


sample format

Dispatch Discrepancy SummaryReport(5)Submit this report to the departmentresponsible for the discrepancy, MMDHead, and Plant Accounting


sample format

6.0 Review and analyze reports

Plant Manager

6.1 Analyze occurrences of discrepancies anddetect any trend

6.2 Make a recommendation or suggestions, incoordination with the involved personnel, inorder to help solve the problem

6.3 Submit this report to the Chairman.


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ANNEX 1WEIGHING REPORT FORM

(Please see next page for the Work Instruction of this Form)

Dispatch AuditWeighing Report

DateTrucking Co.

Plate No.

Gross Wt. In MetricTons

Tare Wt. In MetricTons

Net Weight In MetricTons

Delivery Receipts

Remarks

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WORK INSTRUCTION 1

WEIGHING REPORT FORM

CODE INSTRUCTION ACCOMPLISHEDBY

A Enter date

Dispatch Auditor

B Identify the name of the trucking companyC Identify the Plate No. of the truck to be weigh

D Enter Gross Weight of truckE Enter Tare Weight of truckF Compute and enter the Net WeightG Note the Delivery Receipt No. (DR No.) corresponding to the

loaded itemsH Provide total weight computation for the pallet and dunnages to

be deducted on the difference of DR/MTR weight againstactual weight.

1. Weigh empty truck and print result at the back of the form which is to be countersigned bythe dispatch auditor

2. Record result as Tare Weight at Code E

3. Load truck with items listed on the Delivery Receipt4. Weigh loaded trucks and print result at the back of the form which is to be countersigned by

the dispatch auditor5. Record result as Gross Weight at Code D6. Deduct Tare Weight from the Gross Weight to get the Net Weight. Record result at Code F7. Countersign Net Weight Result8. Compute the weight of the Pallets/ Dunnages/ Packaging Materials used and deduct from

the Net Weight. Plant Accounting Supervisor to check the computation on the Pallet andDunnages made by Dispatch Audit and countersign the net weight.

9. Weight discrepancy for investigation can only be determined when a set of acceptedtolerance is established. In view of the changing parameters of the actual coil thickness and

the set theoretical weight in the computerized inventory system, an evaluation and study onthe acceptable tolerance must be established at the plant.

10. If the accepted tolerance is established and weight discrepancy exists, the Dispatch Auditorwill present his Countsheet to the Plant Accounting Supervisor to check the source of thesheets under contention and determine if the theoretical weight used in the preparation ofthe Delivery Receipt is correct or the tagged weight of coil is the same with the Productionrecord.


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ANNEX 2DAILY DISPATCH REPORT

(Please see next page for the Work Instruction of this form)

CCCCBBBB DDDD IIIIHHHHGGGGFFFFEEEE

JJJJ

KKKK

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OOOO


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WORK INSTRUCTION 2

DAILY DISPATCH CHECKING REPORT

CODING INSTRUCTION ACCOMPLISHEDBY

A Enter reference documentation (DR, MTR, etc.)

Dispatch Auditor

B Enter the total tonnage of items loaded

C Enter the total quantity of items loadedD Enter the loading starting and ending time

E Identify the Customer/ Company NameF Identify the type of items loaded

G Enter the discrepancy found

H Identify the Trucking Company and the Plate No. of the truck underaudit

I Obtain signature of the driver

J Provide any related remarks/ notes relevant to the activityK Identify the Philsteel ABU to which the audit is being doneL Enter the name of the assigned dispatch auditor

M Enter the date of auditN Provide the working schedule of the dispatch auditor assigned

O Identify the no. of pages accomplished


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ANNEX 3COUNTSHEET


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WORK INSTRUCTION 3

COUNTSHEET FORM


A Enter the date

Dispatch Auditor

B Note the Delivery Receipt No. (DR No.) corresponding to the itemsloaded

C Identify the name of trucking companyD Identify the Plate No. of the truck under auditE Indicate the specification (e.g. GL x 915 x 2440 FS)

F Note the quantity of items to be loaded and its corresponding tag no.G Compute for the running total of the quantity

H Obtain signature of driver to confirm the correctness of the count Truck Driver

I Provide any remarks/notes relevant for the activity Dispatch Auditor


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ANNEX 4DISPATCHING DISCREPANCY REPORT


AAAA

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WORK INSTRUCTION 4DISPATCHING DISCREPANCY REPORT FORM


A Assign Control No. which must be sequential

Dispatch Auditor

B Enter the date of accomplishmentC Identify the Philsteel ABU to which the discrepancy is directedD Identify the involved departmentE Choose from the list which product was found to have

discrepancy. Specify on others portion if not found on the listF Provide details on the discrepancy foundG Provide any remarks/ notes relevant to this activityH Identify if Warehouse Inventory has been affected by the

discrepancy foundI Enter name and corresponding designation, and sign LoaderJ Enter name and corresponding designation, and sign Finishing Line

Personnel, QA/QC

InspectorK Enter name and sign

Dispatch AuditorL Note the Delivery Receipt No. (DR No.) or Job Order No. (JO

No.) related to the items loadedM Provide the verification time


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ANNEX 5DISPATCH DISCREPANCY SUMMARY REPORT

TYPE GAUGE WIDTH ENGT C/P CLASS QTY OTHERS09/12/10 SCP ACCD-1-611 FCL 128697 XQ 0.50 915 7 CORR PRIME -1 T#667151/S2/08-24-10

09/06/10 SCP ACCD-1-612 FVG 129514 GLP 0.40 915 7 CORR PRIME 1 A. ALDAY

09/08/10 SCP ACCD-1-613 FVG 128747 PZ 1.00 1220 8 PLAIN PRIME -1 T#664867/S2/08-31-10

09/13/10 SCP ACCD-1-614 FVG 128747 PZ 1.20 1220 8 PLAIN PRIME 1 A. ONA

09/13/10 SCP ACCD-1-615 FVG 128747 PZ 1.10 1220 8 PLAIN PRIME -1 T#664857/S1/08-31-10

09/17/10 SCP ACCD-1-616 GVG 0 ZL 0.30 915 12 CORR PRIME -1 CRATING T#631216/S2/09-14-10

09/20/10 SCP ACCD-1-617 FVG 129359 ZL 0.30 915 8 CORR PRIME 1 A. ALDAY

09/21/10 SCP ACCD-1-618 GVG 0 ZL 0.30 915 10 CORR PRIME -2 T#620795/S3/09-09-10

09/22/10 SCP ACCD-1-619 FVG 0 GLP 0.40 915 10 CORR PRIME 1 T#631071TO72/S3/09-11

09/25/10 SCP ACCD-1-620 FVG 129649 PZ 0.50 1220 8 PLAIN PRIME 1 A. ALDAY

09/23/10 PMPI CEBU ACCD-1-001C TRJ 385274 L.W 0.40 1133 8 S.TILE PRIME O. POLBOS

09/23/10 PMPI CEBU ACCD-1-002C SVA 0 T.RED 0.40 305 12 V. GUTTER PRIME O. POLBOS

09/29/10 PMPI CEBU ACCD-1-003C TRJ 385341 L.W 0.40 1133 8 SPANDEK PRIME 1 O. POLBOS

ERRONONEOUS LOADING

ERRONONEOUS LOADING

DATE PLANT DDR NO. DA REF.SPECIFICATION DISCREPANCY R / I

PROD'N SHIFT

WORK INSTRUCTION 5

METHOD OF CHECKING PRODUCTS - SHEETS

NUMBER INSTRUCTION ACCOMPLISHEDBY

1 Check the sheets for any damages and improper loading

Dispatch Auditor

2 Check tags attached to sheets for the specification (If available)3 Check ink markings to determine actual specification for alternate

verification in the absence of tag (if possible)4 Count the sheets by counting the number of index (One index is equal

to 5 sheets) per stack.

5Pry the index of sheets at the corner to ensure that it is compose of 5sheets. Mark the index with over and under 5 sheets, it should even outwhen the total quantity is computed.

6 Record the quantity in the Countsheet and compute the sum for eachspecification.

7 Compare the number of sheets checked against the indicated quantityin the Delivery Receipt or Materials Transfer Receipt.


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ANNEX 6MONTHLY DISPATCH CHECKING REPORT

Delivery Qty. Weight Delivery Qty. Weight Delivery Qty. Weight Delivery Weight Delivery Weight Delivery Weight

1 - - - - - - - - - 56 1,717.55 1 7.32 57 1,724.87

2 254 54,002 659.27 18 379 37.55 22 587 315.16 10 528.42 8 22.50 312 1,562.91

3 61 18,027 110.65 - - - - - - - - 4 20.89 65 131.54

4 182 36,902 154.84 - - - - - - - - - - 182 154.84

5 115 658,133 2,845.35 5 17,438 138.59 2 2 6.15 - - 9 248.10 131 3,238.19

612 767,064 3,770.11 23 17,817 176.14 24 589 321.30 66 2,245.97 22 298.81 747 6,812.34

Note: Number of deliveries stated above includes sheets, coils, materials transfer and scrap hauling. - -

Coils MTR Scrap

Qty. Mt. Mt. Mt. Mt. Sheets Mt.

1 19,056 86.20 - - - 19,056 86.20

2 8,492 57.08 - - - 8,492 57.083 15,800 276.51 174.96 - 12.57 15,800 464.03

4 - - - - - - -5 - - - 966.50 7.32 - 973.826 47,781 459.56 140.20 528.42 9.93 47,781 1,138.12

7 18,752 98.82 5.32 - 14.04 18,752 118.188 107,335 514.60 - - 84.12 107,335 598.729 17,846 68.63 - - - 17,846 68.63

10 140,279 591.28 - - 64.05 140,279 655.3311 181,680 834.72 0.83 - 86.43 181,680 921.98

12 227,860 958.85 - - 20.35 227,860 979.2013 - - - 751.06 - - 751.06

784,881 3,946.25 321.30 2,245.97 2 98.81 784,881 6,812.34

ANALYSIS OF DISCREPANCY OCCURRENCE

1. Number of Discrepancy Occurrence Dec-10 Jan-11 Feb-10 Mar-10 Apr-10 May-10 Jun-10 July-10 Aug-10 Sept-10 Oct-10 Nov-10 Dec-10

PSCC - Cabuyao 1 0 0 0 7 2 1 1 0 1 0 0 0

PMPI - Carmona 0 0 0 0 0 0 0 0 0 0 0 0 2

SFPI - Bulacan 0 0 0 0 0 0 0 0 0 0 0 0 0

PMPI - Cebu 0 0 0 0 0 0 0 0 0 3 0 0 0

SCP - Balayan

Materials Management Department 4 24 3 3 4 14 11 9 16 4 8 5 4

Production - Finishing Line 4 7 3 1 3 48 19 13 22 4 3 8 7

Technical Services Department 0 1 0 0 0 0 0 0 0 2 1 0 0Total 8 32 6 4 7 62 30 22 38 10 12 13 11

SCP-Balayan

Total

PSCC-Cabuyao

PMPI-Carmona

SFPI-Bulacan

PMPI-Cebu

MATERIALSTRANSFER

SCRAP TOTALPrime Seconds

Alvarez, Sebastain

Bables, MelchorBantatua, Francisco

Monthly Dispatch Checking Report

MONTH: December 2010

Plant

SHEETSCOILS

Cabiling, JoelDayag, JoelGallardo, Ford

Lindog, Richard

Dispatch Auditor

Total

Total

Oliva, MarioTabiolo, Vinson

Sheets

Gonzales, GerardoButad, Jimmy

Jonson, TeodoroLopez, Francisco

INTERNAL AUDIT GROUP


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WORK INSTRUCTION 6METHOD OF CHECKING PRODUCTS COILS

NUMBER INSTRUCTION ACCOMPLISHEDBY

1 Check the coils for any damages or improper loading

Dispatch Auditor

2 Check the number of coils and the tag for the coil number, specification

and weight.3 Record the specification and weight of the coils in the Countsheet.4 Compare the verified information from coil tag against the indicated

information in the Delivery Receipt or Materials Transfer Receipt.

dispatch checking procedure scp v5

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