The Local Government Code of 1991 provides the mandate of the Chief Executive through the GSO and Accountant to maintain effective record of Property, Plant and Equipment (PPE) and Supplies. Said properties such as Lands, Equipment, Vehicles, Buildings, Road networks etc. are all assets of the government that need to be properly accounted and taken care of. It is also a requirement to conduct physical count of all properties and supplies in your Local Government Unit in accordance with the procedures set forth by the provisions of RA 7160, COA Circular 92-386, COA Circular 2015-008 on Local Road Assets and the Philippine Public Sector Accounting System (PPSAS 17).

In this regard, we would like to offer your LGU an AUTOMATED PPE INVENTORY WITH ACCOUNTING SYSTEM (PIAS) and SUPPLIES INVENTORY SYSTEM (SIS) being used by MEYCUAYAN CITY, SAN JOSE CITY, SAN CARLOS CITY PANGASINAN, CANDON CITY of ILOCOS SUR, PROVINCIAL GOVT OF ILOCOS SUR, Vigan, ILAGAN CITY OF ISABELA and just recently, the Municipality of INFANTA, QUEZON which will be useful in the processing of mandatory report and queries that will expedite the management decision and timely submission of reports to the Commission on Audit (COA). This system that aside from its significant feature of AUTOMATIC PPE ACCOUNTS RECONCILIATION OF GSO AND ACCOUNTING PPE REPORT, is also compliant to the provision of ARTA LAW on its view of transparency and accountability. The reports are processed timely and speedily without delay which shall benefit the employees and eventually the public for efficient services.

PPE INVENTORY WITH ACCOUNTING SYSTEM SOFTWARE, with Intellectual Property Rights – COPYRIGHT Number N-2018-00532 is designed for the operation of the General Services Office, Accounting Office, Engineering Office, Assessor’s Office and Mayor’s Office pertaining to PPE accounts and the Supplies Management of the local government unit.

For more information please contact cp# 0917-8939398, 0906-5825562 and 0936-1700070.

1. User Friendly Web Based in MySQL database PIAS which is customarily designed for the General Services Office and the Accounting Office for the Province/City/Municipal Government operations in accordance with RA 7160, COA Circular 92-386 and PPSAS.
2. PPE Report System that could be printed employee to reveal accountabilities;
3. PPE Report System that could be printed on selected start-date to end-date;
4. Data Inquiry System to determine the properties accounted per individual employee as reference for the issuance of Property Clearance.
5. The system can generate PPE report per General Ledger Account, Source of Fund, Subsidiary Ledger, Department, Location, Status and Previously Accountable.
6. Automated Generation of ARE/PAR for signature of the Accountable Officer.
7. The system has transfer of property feature whether permanent or temporary transfer.
8. It can also automatically record and print Transfer of Accountability.
9. The system can generate Property Card per PPE.
10. Automated Generation of Report of unserviceable properties (I & I) subject for disposal.
11. Automated Generation of Report of Disposed properties;
12. Barcode enabled system for easy count of property and validation.
13. Automatic monthly computation of depreciated value, Net Book value and Salvage Value for each property or at any given period using 1-15, 16-31 mode of computation.
14. It also generates accounting summary of report per GLA;
15. The system can generate summary of depreciation expenses per PPE.
16. The system can generate PPE schedule for the Accounting Office’ Report.
17. Properties are recorded per source of fund (Capital Outlay, MOOE, Overhead, Trust Funds, Donations etc)
18. Properties are classified into PPE identified through the Barcode generated by the System paired with the Property Number assigned by the Accounting Office for easy conduct of Reconciliation;
19. Properties are classified under Serviceable and Unserviceable properties break-down into for repair, for disposal and disposed properties;
20. It automatically generates PPE Ledger Card and can record maintenance expenditures per PPE classified into major and minor/regular maintenance;
21. The system has notification feature to reveal properties that has exceeded the maximum allowable maintenance expenses.
22. The system can also generate report of properties that has exceeded the maximum allowable maintenance expenses.
23. The system can also Monitor LTO registration of Motor Vehicles, GSIS insurance for Building and Motor Vehicles and Warranty of acquired properties.
24. The Local Road Assets per COA Circular 2015-008 requiring the Engineering office of the LGU to conduct actual survey and validation of the Roadnetworks and other Infra within the AOR is accommodated by the system showing automatic reconciliation with the Accounting Office and GSO;
25. Since the server is also connected to the Accounting office, monitoring of data is real time which shall result to automatic PPE accounts reconciliation;
26. It has chat room (messaging) feature to communicate to all users connected to the system;
27. The system also enables the user to export inventories to excel file.
28. The system bear security feature or password enabled to prevent from unauthorized use.
29. The PIAS records the activities of the users whether editing or deleting records that will serve as another file security feature.
30. The system has back up feature enabled and could be uploaded to google drive for data safe keeping.
31. The PIAS could be connected to LAN or multiple computers using HUB/Routers which shall run in server and terminal mode.
32. The system has Modular User Level access which can be modified by the super administrator only.
33. The System can accommodate scanned documents and images that will help organize the archive system in paperless operations.
34. The System can produce barcoded sticker tags in different sizes to be printed in sticker papers of choice which could be reproduced using ordinary printers.
35. The PIAS is connected to the GSO, ACCOUNTING OFFICE, ENGINEERING OFFICE, ASSESSOR’S OFFICE, MAYOR’S/GOVERNOR’S OFFICE & if requested, even in COA through server and terminal mode.
36. Automated Generation of Summary Report of Physical count of PPE per department of the GSO and the Summary of PPE schedule Report per GLA of the Accounting Office showing the RECONCILED REPORT.

INTEGRATED SMEGD INVENTORY SYSTEM

SMEGD INVENTORY SYSTEM is used to record all the Supplies, Materials, Equipment donated and granted by the LCE (Governor or Mayor) to the diffirent National Agencies, Barangays, and other entities that are entitled to such donation from LGUs. The report is being provided to the Commision on Audit.

INTEGRATED LOCAL ROAD ASSETS INVENTORY SYSTEM

For more information please contact cp# 0917-8939398, 0906-5825562 and 0936-1700070.

-to be used by the RHU in connection with the management of Drugs, Medicines, and Medical Supplies being supplied from GSO to RHU, then from RHU to Hospital, Botika ng bayan and dole out meds/hospital supplies to patients.

DETAILED FEATURES OF THE PIMS

1. User Friendly VB.NET IN MYSQL DATABASE which is customarily designed for the RHU Local Government operations in accordance with RA 7160, COA and DOH rules and PPSAS 17.
2. Physical and Stock Report Generation System;
3. The moving average method of costing inventory shall be adopted.
4. Data Inquiry System to determine the stocks carried and other stocks profiles.
5. The system bear security feature or password enabled to prevent from unauthorized use.
6. The PIMS records the activities of the users whether editing or deleting records that will serve as another file security feature.
7. The system has back up feature enabled and could be uploaded to google drive for data safe keeping.
8. It could be connected to LAN or multiple computers using HUB/Routers which shall run in server and terminal mode.
9. The PIMS electronically records bulk quantities of delivered items to be carried in stock;
10. It can also record the distribution of delivered items at the RHU, Botika ng Bayan, Hospital and donated to the recipients based on allocated stocks on order;
11. It also records the issuance of stocks from GSO to RHU, name of recipients, quantity, date of issuance, RIS no. and reflects its corresponding remaining balance;
12. The system can record monthly, quarterly, annually or any given period the quantity balance of stocks per item and the whole stocks;
13. It can report the list of items, quantity and the cost delivered by a particular supplier for monitoring purpose;
14. It automatically records the real time balance of stocks and ending report of the year and shall automatically be treated as beginning balance in the ensuing year;
15. It can produce utilization report of summary of items release from GSO to the RHU, from RHU to Botika ng Bayan, Hospital and donated items to the recipients;
16. It can automatically generate the accomplished issuance forms for signature of the recipients;
17. It can automatically generate reports on summary of stocks issued per recipient entity;
18. It can automatically generate reports on summary of stocks issued to a particular patient/recipient per item;
19. It can automatically generate reports on Grand Summary of all delivered and issued items from GSO to RHU;
20. It automatically reflects the remaining balance of every item while encoding the stocks added as delivery;
21. Items in stock could be categorized into usage as may be assigned in group by the Pharmacist for easy identification;
22. It has warning/notification feature in case stock level of any item reached a certain percentage as indicator for replenishment or reorder;
23. The system automatically reports in advance 1 year or 6 months prior to the date of expiration of items which could be displayed in the reminder to allow ample time for management to decide in advance to avoid waste of government money;
24. It monitors the expiration dates of stocks and uses First IN First Out method of dispensing (FIFO) or based on expiration date method of releasing whichever comes first;
25. The PIMS can precisely reduce the processing time down to 75% compared to manual and it lessens the work load of the stocks officer/pharmacist so they can do more.
26. Barcode enabled system for easy retrieval of records and stocks.

For more information please contact cp# 0917-8939398, 0906-5825562 and 0936-1700070.

DETAILED FEATURES OF THE SIS-ICS

1. User Friendly VB.NET IN MYSQL DATABASE SIS which is customized for the General Services Office and the City Accounting Office in the Local Government operations in accordance with RA 7160 and COA Circular 92-386;
2. The SIS could be connected to LAN or multiple computers using HUB/Routers which shall run in server and terminal mode;
3. The SIS electronically records bulk quantities of delivered items for warehousing or direct issuances to be distributed to identified offices;
4. The SIS accepts the maximum ceiling of allotment per office and controls the issuance of items based on the quarterly allocated budget;
5. It also records the distribution of delivered items per office based on allocated stocks on PPMP;
6. The system controls the issuance of the items on a FIFO scheme in order to arrive at an accurate computations for the Accounting office to book the balance of stocks and the generation of report of the utilized items per office;
7. The SIS allows the issuance of the items based on expiration period or items that are first delivered as the user’s option;
8. It also records the issuance of stocks to every office, name of recipients, quantity, date of issuance, RIS no. and reflects its corresponding remaining balance;
9. The system can record monthly, quarterly, annually or any given period the quantity balance of stocks per item, per office and the whole stocks;
10. It can report all items consumed per office at a given period;
11. It can report the list of items, quantity and the cost delivered by a particular supplier for monitoring purpose;
12. It automatically records the real time balance of stocks and ending report of the year and shall automatically be treated as beginning balance in the ensuing year;
13. The system allows return of stocks in case of damage or expired items to be removed from the inventory;
14. It can produce report on summary of supplies for all offices;
15. It can automatically generate the accomplished issuance forms for signature of the recipient;
16. It can automatically generate reports on summary of supplies issued per office;
17. It can automatically generate reports on summary of supplies issued by office per item;
18. It can automatically generate reports on Grand Summary of all delivered and issued item of all offices;
19. It automatically reflect the remaining balance of every item while encoding the stocks added as delivery;
20. Per COA Circular 2005-002, ICS is recorded per End-user for the monitoring of usage of Semi-Expendable supplies;
21. ICS report system that could be printed employee to reveal accountabilities;
22. Supplies are classified into ICS (Semi-Expendable items and Disposable items (RIS);
23. ICS Report System that could be printed on selected start-date to end-date;
24. Data Inquiry System to determine the ICS accounted per individual employee as reference for the issuance of the next semi-expendable items.
25. The system can generate ICS report per Department, Accountable, and Status.
26. Automated Generation of ICS for signature of the Accountable Officer;
27. Spareparts listed in the maintenance of PPE are also encoded to the SIS classified as expendable and semi expendable items;
28. It has transfer feature for ICS accounted to employees whether temporary or permanent;
29. The SIS can precisely reduce the processing time down to 75% compared to manual and it lessens the work load of the stocks officer/supply officer so they can do more;
30. The SIS is connected to the GSO, ACCOUNTING OFFICE, MAYOR’S OFFICE and if requested, it may be connected to the COA as terminal mode.

For more information please contact cp# 0917-8939398, 0906-5825562 and 0936-1700070.