dispatch checking procedure scp v5
TRANSCRIPT
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POLICIES AND PROCEDURES
PHILSTEEL GROUP OF COMPANIES
Document No.PR-GIA-DA-3
Page1
DOCUMENT TOP SHEETRevision No.
0.0
Effectivity Date
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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Document No.
PR-GIA
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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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
(6)Refer to Annex 6 for
sample format
Dispatch Discrepancy SummaryReport(5)Submit this report to the departmentresponsible for the discrepancy, MMDHead, and Plant Accounting
(5)Refer to Annex 5 for
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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
BBBB
CCCC
DDDD
EEEE
FFFF
GGGG
HHHH
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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
ANNEX 2DAILY DISPATCH REPORT
(Please see next page for the Work Instruction of this form)
CCCCBBBB DDDD IIIIHHHHGGGGFFFFEEEE
JJJJ
KKKK
LLLL
MMMM
NNNN
OOOO
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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
ANNEX 3COUNTSHEET
(Please see next page for the Work Instruction of this Form)
AAAA
BBBB
FFFF
EEEE
DDDD
CCCC
IIIIHHHH
GGGG
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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
WORK INSTRUCTION 3
COUNTSHEET FORM
CODING INSTRUCTION ACCOMPLISHEDBY
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
ANNEX 4DISPATCHING DISCREPANCY REPORT
(Please see next page for the Work Instruction of this Form)
AAAA
KKKK
JJJJ
IIII
HHHH
GGGG
FFFF
EEEE
DDDD
CCCC
LLLL
MMMM
BBBB
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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
WORK INSTRUCTION 4DISPATCHING DISCREPANCY REPORT FORM
CODING INSTRUCTION ACCOMPLISHEDBY
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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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TITLE
PROCEDURE FOR DISPATCH AUDIT OF OUTGOINGDELIVERIES AND MATERIAL TRANSFERS
DEALERS MARKET AND INDUSTRIAL MARKET
Revision No.
0.0
Effectivity Date
EVP-COO (SCP) PRESIDENT COO (PMPI/ SFPI)
DOCUMENT
CONTROL STAMP
PRESIDENT - COO (PSCC)
EVP- CORP. SERVICES CHAIRMAN - CEO
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.