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I. OBJECTIVE
1. To provide guidelines on the process of requisition of items, forms and services for the outlet
II. DEFINITION OF TERMS
1. Acknowledgement Number – also known as “AN”, is the code assigned by SOS to each RS that will be received from the outlet
2. Emergency Requests – refers to requests that need to be taken action as soon as possible
3. Requisition Slip – also known as “RS”, is the form used by the requesting party in making any kind of item or service request
III. GENERAL POLICIES
All requests must be done using a Requisition Slip (RS). Both copies (white and pink) must be handed to the Rider assigned at the area. The Rider must forward all RS received to SOS upon reaching the head office. SOS shall receive all the RS and assign an Acknowledgement Number (AN) for each RS. SOS must return all pink copies of the RS to the Rider. The Rider must return the copies to its respective outlets the next day.
Each RS shall have an assigned Acknowledgement Number (AN). No request shall be processed without AN, except for urgent or emergency requests. Such will be processed even without a Requisition Slip with AN however, a Requisition Slip must still be sent afterwards.
The following points must be reminded:
a) The Service Crew or Team Leader who shall be making the RS must write his/her full name and signature under the “Requested by:” area. The writing must be legible.
b) The Service Crew or Team Leader who made the request must monitor the receiving and return of the pink copy with AN to ensure that their request reached the SOS. Otherwise, he/she must contact the SOS for confirmation.
c) The Service Crew or Team Leader must ensure that the pink copy of RS returned to them has an Acknowledgement Number (AN).
d) The Acknowledgement Number (AN) will be used in doing follow-up or asking about updates or progress report regarding the requests.
e) All RS must be properly filed in the outlet. The Team Leader or Supervisor must monitor and be updated of their outlets’ requests during roving. Other service crews working in the same outlet must also be updated of it to avoid double requesting.
f) The Team Leader or Supervisor has the obligation to follow-up and ask the SOS for updates regarding their outlets’ requests. Therefore, they must be aware of the AN of their outlets’ requests.
IV. PROCEDURE FLOWCHART
Flowchart Title
Requests
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Requisition Slip (RS)
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