BRF List
This section is the BRF List. It contains the list of registered Backload form and its corresponding Backload Report details.
Overview:
BRF list allows monitoring of Backload Form/report status; it also used for printing BRF Transmittal Report
Definition of Terms:
BRF List - list of registered Backload form number and its status
BRF Transmittal Report - a receiving form used to acknowledge transfer of document to intended keeper of indicated document User Involve:
Warehouse officers are responsible for monitoring of BRF; They are task to print and submit compilation of BRF using system BRF Transmittal report print out to summarize transfer of document to Accounting and Project mangers.
PM and Accounting officers are responsible for checking completeness of transferred document base on their expected transaction.
General Procedure/Instruction:
1. Instruction for creating a Document Transmittal
1.1. Secure and sort signed accounting document and report from their respective folders
1.2. Log-on to system Document and select Transmittal type to open monitoring and printing window
1.3. Select document number by checking corresponding box on its left
1.4. Click “Submit and Print” button to print Document Transmittal and Detailed Summary of Submitted Documents, Document status turns to “submitted”
1.5. Print Document Transmittal letter and Detailed Summary of Submitted Documents
1.6. Submit compilation to PM and Accounting and have Document Transmittal letter signed
NOTE: Detailed summary of Transmitted Documents have two types – 1. For Encoding & 2. Already Submitted (transaction of overlapping document)
2. Instruction for updating Transmittal Status to “Signed” c/o Accounting (signed means recorded in QB)
2.1. Secure signed Document Transmittal letter from assigned messenger
2.2. Log-on to the system and go to Document Transmittal
2.3. Check document number/s of successfully transferred documents
Note: questionable documents/incomplete requirements are for clearing, clear questions first then resubmit with complete requirement using existing document transmittal (do not reprint transmittal letter)
2.4. Click “Signed” button to change status from Submitted to Signed
3. Instruction for putting Transmittal Remarks of Accounting Document
3.1. Select a document or multiple document (marked with check)
3.2. Click “Remarks” button then click ok
3.3. Fill up remark message box then click ok to save
3.4. See remarks column to check changes made (input blank remark message to delete remarks)
4. Instruction for Cancellation of Accounting Document
4.1. Prepare cancelled accounting document for transmittal (note: cancel cancelled docs before printing doc transmittal, see instruction 1: creating document transmittal)
4.2. Click ok when the following message box show up
4.3. Selected documents with no reference Trn no. will be marked as “cancelled”
