Revision: 0 Effective Date: 10/12/13Version: 1.0Doc. No: FET/LMC-04

PROCESS FLOW UPON P.O RECEIVED FROM FINANCE (FLOWCHART)

FACULTY OF ENGINEERING & TECHNOLOGY

Start1. Dean approved and

signed the P.O

End

No

Yes

No

Yes

Legend:-

ALO: FET Asset Liaison Officer

4. Requestor satisfied

with Delivery / Services?

Yes

No

5. Vendor to rectify the delivery / services

2. FET admin staff inform Requestor,

Vendor & ALO and or LMC Chairman

3. Delivery Of consignments / services

9. Admin staff generate Asset Declaration form

7. Requestor submit documents to Admin

Office

8. P.O requires Asset

Tagging?

12. Finance issued asset tagging

13. ALO attached asset sticker on purchase items.

10. Admin staff submit all documents to

Finance

6. Requestor lodged official complain to Faculty

11. Asset

tagging

needed?

Ref. No. Description Form / Report Person In-charge

1 & 2 Once Dean has signed on the P.O, the appointed admin staff would inform via email to the requestor and ALO (and if purchase goes through LMC or for teaching labs, then LMC Chairman would be inform as well) with relevant information of the purchase and seek the requestor to collect the P.O document from Admin Office

EmailAdmin Staff,

Requestor and ALO

2 The appointed admin staff would then inform the successful company that hey have been selected to supply the consignment / service as mentioned in the P.O. Requestor may also liaise with the vendor on the expected delivery period and to enquire about the delivery method, checking, testing and commissioning process.

Admin Staff,Requestor

3, 4, 5, 6 During the delivery of Consignment / Services, requestor must be present while the requestor superior and or ALO needs to verify as witness that the delivery process is complete. Commissioning of delivered items or services needed to be done before invoice and P.O signed by requestor. Should requestor not satisfy with the delivered items / services, he or she needs to ensure the vendor rectify the issue or requestor can lodge an official complain to Faculty for further action.

Requestor, Requestor’s

Supervisor, and or ALO

7. After delivery and commissioning done, requestor would submit the signed documents which are P.O, Invoices and D.O to admin staff

P.O, Invoice, D.O Requestor

8. The admin staff would determine if the purchase contents requires to be declared as fixed asset as per guideline by Finance Procurement.

Form:- Asset Declaration form (MMU/FIN-ADF01)

Admin Staff

9. If the purchase contents are subjected to fixed asset declaration, the admin staff would generate the Asset Declaration form.

Admin Staff

10. The Admin staff would compile and submit all the necessary documents to Finance for further process.

Admin Staff

11, 12 When fixed asset tagging is to be issued, the Finance Fixed Asset unit would generate the asset tagging and once ready would inform the ALO to collect the asset stickers.

ALO

13 ALO would inform requestor to provide further info such as Model, Serial number, etc for record purpose. ALO would then attached the asset sticker on the physical body of the items.

Form:- FET Asset Declaration Record (FET Internal)

ALO and Requestor

Revision: 0 Effective Date: 10/12/13Version: 1.0Doc. No: FET/LMC-04

PROCESS FLOW UPON P.O RECEIVED FROM FINANCE (FLOWCHART)

FACULTY OF ENGINEERING & TECHNOLOGY