Municipality of Socorro
Surigao del Norte

8 STEPS · 3 PHASES

Procurement process workflow

From a unit's need to the check in the supplier's hands. Follow each step to see why it matters, what to get right, and which offices act.

Phase A · Request and sourcingRIS → PR → RFQ → Evaluation and award

Phase B · Ordering and deliveryPurchase order → Inspection and acceptance

Phase C · PaymentDisbursement voucher → Check issuance

Funds certified firstSegregation of dutiesComplete documentsDecisions on record

01RISPhase A · Request and sourcing

Requisition and Issue Slip

Offices: End-user unit

Why it matters

Starts the paper trail and stops the office from buying what is already in stock.

Keynotes

Check stock and the APP/PPMP first
State item, unit, quantity and purpose
Unit head signs the request

Originating officePrepares and signs the RIS; confirms the need and stock status.

Involved offices

Supply office checks stock; issues or raises the PR

02PRPhase A · Request and sourcing

Purchase Request

Offices: Requesting unit · Budget office

Why it matters

Turns a need into a funded, authorized commitment. No funds, no purchase.

Keynotes

Generic specs, no brand bias
ABC within the approved plan
Funds certified (CAF/ObR) before approval

Originating officePrepares the PR, specs and purpose; confirms the item is in the plan.

Involved offices

Budget office certifies funds

Approving authority approves the PR

03RFQPhase A · Request and sourcing

Request for Quotation

Offices: Procurement office · BAC secretariat

Why it matters

Competition delivers value for money and keeps the process transparent.

Keynotes

Procurement mode matches the ABC threshold
Invite the required number of suppliers
Log invitations, responses and deadlines

Originating officeClarifies specs and answers supplier queries through the BAC.

Involved offices

Procurement office prepares and sends the RFQ

BAC secretariat receives and logs quotes

04EVALPhase A · Request and sourcing

Evaluation and Award

Offices: BAC · TWG · Approving authority

Why it matters

The decision point where fairness and integrity are tested most.

Keynotes

Open quotations on schedule, with witnesses
Rank to the LCRQ, then post-qualify
BAC resolution leads to the Notice of Award

Originating officeSupports technical evaluation; confirms quotes meet specs.

Involved offices

BAC opens, ranks, recommends

TWG reviews technical compliance

Approving authority approves; issues the NOA

05POPhase B · Ordering and delivery

Purchase Order

Offices: Supply office · Budget office

Why it matters

The binding contract that fixes price, terms and delivery obligations.

Keynotes

Obligate funds before issuing the PO
State delivery date, place and penalties
Supplier signs the conformity

Originating officeVerifies the PO matches the request; tracks the delivery date.

Involved offices

Supply office prepares the PO

Budget office obligates funds

Approving authority signs the PO

06IARPhase B · Ordering and delivery

Inspection and Acceptance

Offices: Inspection committee · Property officer

Why it matters

Protects the LGU from paying for short, wrong or defective deliveries.

Keynotes

Inspect against the PO, not just the invoice
Reject or replace non-compliant items
Issue the IAR; update the stock ledger

Originating officeReceives and checks deliveries; signs acceptance as end-user.

Involved offices

Inspection committee inspects; issues the IAR

Property officer records items in the ledger

07DVPhase C · Payment

Disbursement Voucher

Offices: Accounting · Budget · Approving authority

Why it matters

Confirms every payment is complete, supported and lawful.

Keynotes

Attach PR, PO, IAR, invoice and award papers
Verify computations and tax withholdings
Certifier and approver are different people

Originating officeCertifies satisfactory delivery and supplies supporting papers.

Involved offices

Accounting prepares the DV; checks taxes

Budget office confirms the obligation

Approving authority approves the DV

08CHKPhase C · Payment

Check Issuance

Offices: Cashier · Authorized signatories

Why it matters

Closes the loop and leaves the evidence auditors need.

Keynotes

Record the check in the disbursement register
Supplier acknowledges receipt
Archive the full file for audit

Originating officeConfirms completion; keeps file copies; reports any issues.

Involved offices

Cashier prepares and releases the check

Signatories sign the check

iLGOS — Integrated Local Governance and Operations System

Welcome back

Track a disbursement (no sign-in needed)

Need an account? Contact your office's ICT focal person or the system administrator.