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I. OBJECTIVE
1. To provide guidelines for the proper receiving of SOA/billing, memorandum, and other important documents that are given or sent to the outlet
II. DEFINITION OF TERMS
1. Memo – short for “Memorandum”; used by the Lessor or Admin of the leased area when mandating new policies or disseminating news or information that concerns or may concern its tenants
2. Other documents – refer to other documents not stated but is given by the Lessor or Admin of the leased area, such as letters, brochures, etc.
3. SOA/Billing – SOA stands for “Statement of Accounts”; either is used by the Lessor or Admin of the leased area when issuing charges for rent, utilities, etc.
4. Receiving staff/body – refers to the Service Crew-on-duty, Management Trainee-on-duty, Team Leader-on-duty, or Supervisor-on-duty, who receives the document from the admin or lessor
III. GENERAL POLICIES
Every SOA/billing, memo, and other documents received at the outlet must be “properly received” by the receiving staff/body. Properly receiving pertains to the following:
a) The receiving staff/body must write at the back of the document the date and time the document is received, together with his/her name and signature.
b) The receiving staff/body must ask the messenger or staff of the Lessor or Admin to write at the back of the document the date and time the document is issued, together with the messenger’s name and signature.
*The receiving staff/body that will not follow the said procedure will be penalized amounting to Php50.00.
Every SOA/billing, memo, and other documents received must be forwarded to the Head Office as soon as possible. Any delay in sending important documents such as SOA/ billing and memorandums about meetings or inspection, among others, will not be tolerated. The person who is proven at fault for such delay will be penalized amounting to Php50.00/day of delay or the amount of penalty for “overdue” for SOA/billing.
If the document is “open” or not enclosed to an envelope, the receiving body is encouraged to read the body of the document. If it is proven to be urgent and/or important, it must be immediately reported to the SOS.
During turnover of the document to the Rider, Service Crew must issue a Pull-Out Receipt to be received by the Rider. Turnover of documents via logbook is not allowed.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
(Not Applicable)
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