May 15, 2012 MR. ROMEO V. AUSTRIA GM/President RVA Trading 1997 M. Reyes corner Macabulos St. Bangkal, Makati City Dear Sir, Warm Greetings!!! My apology to your good office, this is in connection with the audit of Regular Payroll for May 1 – 15, 2012 of RVA Trading-Makati Branch done by the Audit Staff namely Michael Manugas and Ms Rochelle Corneta last May 14, 2012 and signed by yours truly. That my staffs overlooked the correctness of Gross/Net Pay particularly under the name of Quilang, Mark Jason and Mancilla, Rodolfo. This is not intentionally done, thus we accept the mistake. My sincere apology to you on behalf of my staffs. God Bless you and more power. Hoping for your favorable consideration on this matter. Respectfully yours, LEONISA T. SANTOS, CPA Audit Head Cc: Ms. Debbie Ocampo HRD Head DATE : JUNE 4, 2012 TO : MR. ROMEO V. AUSTRIA
Transcript
May 15, 2012
MR. ROMEO V. AUSTRIAGM/PresidentRVA Trading1997 M. Reyes corner Macabulos St.Bangkal, Makati City
Dear Sir,
Warm Greetings!!!
My apology to your good office, this is in connection with the audit of Regular Payroll for May 1 – 15, 2012 of RVA Trading-Makati Branch done by the Audit Staff namely Michael Manugas and Ms Rochelle Corneta last May 14, 2012 and signed by yours truly. That my staffs overlooked the correctness of Gross/Net Pay particularly under the name of Quilang, Mark Jason and Mancilla, Rodolfo. This is not intentionally done, thus we accept the mistake. My sincere apology to you on behalf of my staffs. God Bless you and more power.
Hoping for your favorable consideration on this matter.
Respectfully yours,
LEONISA T. SANTOS, CPA Audit Head
Cc: Ms. Debbie OcampoHRD Head
DATE : JUNE 4, 2012
TO : MR. ROMEO V. AUSTRIA GM/ President
CC : MS. DEBBIE OCAMPO HRD Head
FROM : MS. LEONISA T. SANTOS
Audit Head
RE : C & C DEPT INCENTIVES
Based on our verification conducted to the Collection Incentives of C & C Department personnels on their effort to have a total collection of P 3,245,536.62 for the period May 28 to June 1, 2012, we found out that based on Memorandum No. 0033 dated March 12, 2011 and Memorandum No. 0080 dated June 15, 2011 they are entitled to an Incentives amounting to Php 7,000.00 breakdown as follows:
First P 3,000,000.00 = P 6,000.00
An additional P 500.00 in excess Of P 100,000.00
for P 245,536.62 = 1 ,000.00
___________Total Incentives P7,000.00
===========
For your approval.
LEONISA T. SANTOS, CPA Approved by:Audit Head
ROMEO V. AUSTRIAGM/President
DATE : JUNE 11, 2012
TO : MR. ROMEO V. AUSTRIA GM/ President
CC : MS. DEBBIE OCAMPO HRD Head
FROM : MS. LEONISA T. SANTOS Audit Head
RE : C & C DEPT INCENTIVES
Based on our verification conducted to the Collection Incentives of C & C Department personnels on their effort to have a total collection of P 3,027,709.29 for the period June 4 to June 8, 2012, I found out that based on Memorandum No. 0033 dated March 12, 2011 and Memorandum
No. 0080 dated June 15, 2011 they are entitled to an Incentives amounting to Php 6,000.00 breakdown as follows:
First P 3,000,000.00 = P 6,000.00
___________Total Incentives P6,000.00
===========
For your approval.
Prepared by:
LEONISA T. SANTOS, CPAAudit Head
Approved by:
ROMEO V. AUSTRIAGM/President
DATE : JULY 2, 2012
TO : MR. ROMEO V. AUSTRIA GM/ President
CC : MS. DEBBIE OCAMPO HRD Head
FROM : MS. LEONISA T. SANTOS Audit Head
RE : C & C DEPT INCENTIVES
Based on our verification conducted to the documents for Collection Incentives of C & C Department personnels on their effort to have a total collection of P 4,468,320.76 for the period June 25 to June 29, 2012, I found out that based on Memorandum No. 0033 dated March 12, 2011 and Memorandum No. 0080 dated June 15, 2011 they are entitled to an Incentives amounting to Php 13,000.00 breakdown as follows:
First P 3,000,000.00 = P 6,000.00
Add: Next P 100,000.00 for P1,400,000.00
( 14 x Php 500.00) 7,000.00___________
Total Incentives P 13,000.00
===========
For your approval.
Prepared by:
LEONISA T. SANTOS, CPAAudit Head
Approved by:
ROMEO V. AUSTRIAGM/President
DATE : JUNE 11, 2012
TO : MR. ROMEO V. AUSTRIA GM/ President
CC : MS. DEBBIE OCAMPO HRD Head
FROM : MS. LEONISA T. SANTOS Audit Head
RE : C & C DEPT INCENTIVES
Based on our verification conducted to the Collection Incentives of C & C Department personnels on their effort to have a total collection of P 3,027,709.29 for the period June 4 to June 8, 2012, I found out that based on Memorandum No. 0033 dated March 12, 2011 and Memorandum No. 0080 dated June 15, 2011 they are entitled to an Incentives amounting to Php 6,000.00 breakdown as follows:
First P 3,000,000.00 = P 6,000.00
___________Total Incentives P6,000.00
===========
For your approval.
Prepared by:
LEONISA T. SANTOS, CPAAudit Head
Approved by:
ROMEO V. AUSTRIAGM/President
DATE : JUNE 25, 2012
TO : MR. ROMEO V. AUSTRIA GM/ President
CC : MS. DEBBIE OCAMPO HRD Head
FROM : MS. LEONISA T. SANTOS Audit Head
RE : C & C DEPT INCENTIVES
Based on our verification conducted to the Collection Incentives of C & C Department personnels on their effort to have a total collection of P 3,502,614.50 for the period June 18 to June 22, 2012, I found out that based on Memorandum No. 0033 dated March 12, 2011 and Memorandum No. 0080 dated June 15, 2011 they are entitled to an Incentives amounting to Php 8,500.00 breakdown as follows:
First P 3,000,000.00 = P 6,000.00
An additional P 500.00 inexcess of P 100,000.00 For P 502,614.50 = 2,500.00
___________Total Incentives P8,500.00
===========
For your approval.
Prepared by:
LEONISA T. SANTOS, CPAAudit Head
Approved by:
ROMEO V. AUSTRIA
GM/President
July 10, 2012
MR. ROMEO V. AUSTRIAGM/PresidentRVA TRADING1997 M. Reyes St., cor Macabulos St.,Bangkal, Makati City
Dear President Austria,
This is to inform you that after reviewing the “AGREEMENT ON FREE USE OF COMPUTER PRINTER” of Phil. Axa Life Insurance, Provincial Capitol, Cagayan de Oro City and Ana Cabanlaz-Caroz all RVA-CDO Clients, we found out some deficiencies noted below:
Name of Client Contract Period Remarks/Findings
Provincial Capitol, CDO June 2012 – June 28, 2013 Statement on Agreement No. 5 is not complete
Agreement No. 6 is not indicated.
No Printer Deployment AgreementAttached
With minimal typographical error
Anna Cabanlas-Caroz May 28, 2012 – May 28, 2013 Statement on Agreement No. 5 isNot complete
Phil. Axa Life Insurance June 29, 2012-June 29, 2013 Agreement Nos. 1 to 6 are clearly indicated
For your information and guidance.
Very truly yours,
LEONISA T. SANTOS, CPAAudit Head
Noted by:
ROMEO V. AUSTRIA GM/President
DATE : June 18, 2012
FOR : ROMEO V. AUSTRIAGM/President
CC : DEBBIE OCAMPOHRD Head
RE : AUDIT OBSERVATIONS
Please find attached audit findings in the conduct of post-audit to Petty Cash Fund accountability of Ms. Khristine Millares covering the period June 14 – June 15, 2012 are the “NO SIGNATURE OF THE ACCOUNTING HEAD”. We had previously reminded this department regarding their duties and responsibilities, however, up to this audit period no changes had been made. I recommended for an appropriate action on this matter. See attached files for your reference.
For your review and approval.
LEONISA T. SANTOS, CPAAudit Head
Review and approved by:
ROMEO V. AUSTRIAGM/President
DATE : JUNE 22, 2012
FOR : ROMEO V. AUSTRIAGM/President
CC : DEBBIE OCAMPOHRD Head
RE : JOBS.DB COM PROMO POSTING
Based on the documents presented by the HRD Department regarding the Unlimited Posting to JOBsDB Com from June 1 to December 31, 2012, we found out that the said promo was favorable to RVA Trading due to the following reasons:
a. That the promo of JOBsDB.com is unlimited posting from June 1 to December 31, 2012 at the rate of:
- Php 7,466.00 per month – 6 posting
- Php 3,733.00 for 12 posting
- Php 1,866.50 for 24 postingOr the company can post as much as 100 times till September and will be available for viewing
until December 31, 2012;
b. That three (3) post-dated will be issue by the company dated July, August and September 2012 totalled to a promo rate of Php 44,800.00
c. That if not avail of the promo only three (3) posting cost Php 13,440.00
It is hereby recommended that RVA Trading consider the Unlimited Posting Promo at a rate of Php 44,800.00.
For your approval.
LEONISA T. SANTOS, CPAAudit Head
DATE : JUNE 22, 2012
FOR : ROMEO V. AUSTRIAGM/President
FROM : LEONISA T. SANTOS, CPAAudit Head
RE : FEBRUARY 2012 POST-AUDITED REPORT
Respectfully submitting to you herewith is the Partial Lists of POST-AUDITED FEBRUARY 2012 transactions for your review.
LEONISA T. SANTOS, CPAAudit Head
Cc: HRD Head Acctg Head
DATE : JUNE 22, 2012
FOR : ROMEO V. AUSTRIAGM/President
CC : DEBBIE OCAMPOHRD Head
RE : STATUS OF COMPANY RVA VEHICLES
Please to inform you that Mr. Marlowe A. Caday submitted to this Office the Updated Records of all Company Vehicle as his reply to our request for compliance audit last June 14, 2012, however, we found out some discrepancies as noted below:
As Declared - Total Disbursement = P 33,860.00Per Audit - Total Disbursement = P 24,124.36
-----------------Difference = P 9,735.64
==========We hereby recommend Mr. Marlowe A. Caday to explain in writing to RVA President regarding the unaccounted amount of Php 9,735.64 copy furnish this Office. Failure to do so may constitute a valid reasons to do appropriate action against him. For your review and approval. See attached files for your reference.
LEONISA T. SANTOS, CPAAudit Head
Reviewed and Approved by:
ROMEO V. AUSTRIAGM/President
Cc: Admin Dept
Based on our Audit Findings to the RVA Sariaya Branch Weekly Payroll covering the period January 13 – 19, 2012, we have found out that it was already paid through PETTY CASH FUND in the amount of P 48,657.00 as stated in the Petty Cash Fund Replenishment dated January 21, 2012. See attached file.
For your information.
LEONISA T. SANTOS Audit Head
DATE : MARCH 21, 2012
TO : MR. ROMEO V. AUSTRIAGM/President
CC : ADMINISTRATION DEPARTMENTHRD DEPARTMENT
SUBJECT : PHONE BILL SOA No. 0120085529
This pertains to PLDT Phone Bill with Account No. 0130107028 under SOA No. 0120085529 with an amount of P 54,876.65 due last March 14, 2012 for Telephone line # 02-844-0662. Based on the documents presented, in this billing we have paid already P 27,270.93 for the period covered December 17, 2011 to January 16, 2012 per UCPB Check # 7038827 dated February 12, 2012. The current charges of P 27,605.72 will only be paid by RVA Trading for the period January 17 to February 8, 2012. Thus, any balance due to this company after the approval of Disconnection Request dated February 23, 2012 will not be honored.
For your information.
LEONISA T. SANTOS, CPA Auditing Head
DATE : June 18, 2012
TO : MR. ROMEO V. AUSTRIAGM/President
CC : MS. DEBBIE OCAMPOHEAD, HRD DEPARTMENT
SUBJECT : BRANCH REPORTED SALES – MAY 2012
This is to inform your good office that based on the verification conducted by the Branch Accountant regarding the Branch Reported Sales for the Month of May 2012, he found out that there are some notation need for adjustments. (See attached report of Mr. Ariel D. Cruzin)
For your information and review.
LEONISA T. SANTOS, CPAAudit Head
Reviewed by:
ROMEO V. AUSTRIAGM/President
DATE : April 23, 2012
TO : MR. ROMEO V. AUSTRIAGM/President
CC : MS. DEBBIE OCAMPOHRD Head
SUBJECT : CANVASS of FUSER FILM 2300
Based on the documents presented in this Office, we verify the price of a FUSER FILM 2300 to certain LASER PHIL MARKETING & SERVICES with office address at B1 Lot 17 Matthew St., Veravill TH2 Naga Road, Pulang Lupa Las Pinas and we found out deficiency noted below:
Particulars Per Canvass Per Purchase Order Per Verification RemarksBy Audit Staff
FUSER FILM 2300 P 700.00 P 700.00 P 600.00 Unfavorable
With the evidence collated as per call to Laser Phil Mktg & Services found out it is UNFAVORABLE to the company even though it is only a P 100.00 difference but if the order is in bulk it will be resulted a high expense to RVA . It is hereby recommended that an employee must observed Rule I – (Dishonesty) Section 5, 7 & 11 of the Code of Conduct imposed by RVA Trading. Furthermore, there is a need for Ms.Evangeline A. Labulabu, Purchasing Head to explain in writing to the President copy furnish this Office how these things have happened. (see attached file)
LEONISA T. SANTOS, CPAAudit Head
Noted By:
ROMEO V. AUSTRIAGM/President
Based on the audit conducted attached herewith is the Ledger for Petty Cash Fund covering the period January 31 – February 29, 2012 which we found out that there is a Cash on Hand or Remaining Cash in the possession of Ms Kristine Millares, Accounting Assistant Staff amounting to P 5,851.15 as of February 29, 2012. Audit of March Petty Cash Fund to follow soonest.
For your information.
LEONISA T. SANTOS, CPAAudit Head
DATE : July 6, 2012
FOR : ROMEO V. AUSTRIAGM/President
CC : DEBBIE OCAMPOHRD Head
RE : AUDIT OBSERVATIONS
Please find attached audit findings in the conduct of partial post-audit to FEBRUARY 2012 TRANSACTIONS based on Check Disbursement wherein most audit findings are “NO SIGNATURE OF THE ACCOUNTING HEAD in Purchase Order and Request for Payment”. It had been noted also that the Accounting Department released checks for payment to RVA suppliers without a corresponding Official Receipts. We are again reminding this department of their duties and responsibilities. I recommended for an appropriate action on this matter. See attached files for your reference.
For your review and approval.
LEONISA T. SANTOS, CPAAudit Head
Review and approved by:
ROMEO V. AUSTRIA GM/President
Cc: Acctg Head
DATE : April 24, 2012
TO : MR. ROMEO V. AUSTRIAGM/President
FROM : MS. LEONISA T. SANTOS, CPAAudit Head
SUBJECT : COMMISSION REBATE c/o Mina Fernandez
Based on verifying the documents presented regarding the Commission-Rebate claimed by Ms. Mina Fernandez of Philippines Journalists, Inc. with business address at 6 th Floor Universal Bldg., Perea St. cor. Paseo de Roxas, Makati, City we found out that there is no attached official receipts which is the basis in claiming a Commission-Rebate. However, there is a Collection today per attached documents as an evidence that the amount of P 5,700.00 due from the said company will be collected see computation of the allowable commission below.
Per SI # 161585-
Particulars Per SI# Net Price Rebate Pcs/item Amount
Toner 4182 2,850.00 2,500.00 x 2 pcs x 2 pcs
---------- ---------- P 5,700.00 P 5,000.00 P 700.00
- Less Expanded Withholding Tax (1%) 7.00 ----------------
Allowable Commission Rebate P 693.00 ===========
For your approval.
LEONISA T. SANTOS, CPAAudit Head
Approved by:
ROMEO V. AUSTRIA
GM/PresidentDATE : MAY 17, 2012
TO : ROMEO V. AUSTRIAGM/President
FROM : LEONISA T. SANTOS, CPAAudit Head
RE : PRODUCTION SUPPLIESThis is in reply to our report last May 2, 2012 re: SUMMARY OF EXPENSES for the period April
23 – 30, 2012 regarding your comment incurred for PRODUCTION SUPPLIES last April 24 & 25, 2012 respectively. Attached herewith are lists of Check Disbursements released for that period details below:
April 24 - Total expenses pre-audited & accounted P 1,276,383.54
Less: Computer Equipment & Software P 107,830.00Communication Expense 1,020.0013th month pay 4,000.00Rental Expense 15,500.00Rep./Maintenance-Admin 6,336.32Advances to Officers/Employees 2,000.00Advertising & Promotion 3,136.00Leasehold Improvements 7,500.00Miscellaneous-Canteen 3,460.00 P 150,782.32
---------------------- --------------------------Balance for Production Supplies Expense P 1,125,601.22
================Out of this balances 96% was issued/paid to UI Phils. Inc. while 4% are for other RVA
suppliers.April 25 – Total expenses pre-audited & accounted P 2,039,662.03
Less: Computer Equipment & Software P 85,100.00Commission Expense 53,494.19RVA Personal Expense 1,500.00RVA – BIR Representation 20,000.00Rental Expense 10,000.00Representation 2,000.00Adv. To Ofcr & Employees 1,500.00Miscellaneous-Canteen 6,420.00 Taxes & Licenses 70,267.84 P 250,282.03
----------------------- -------------------------Balance for Production Supplies Expense P 1,789,380.00
================Out of this balances 94.63% was issued/paid to UI Phils. Inc, while 5.37% are intended for other RVA suppliers.
For your information & guidance.
LEONISA T. SANTOS, CPAAudit Head
Reviewed by:
ROMEO V. AUSTRIAGM/President
DATE : MARCH 28, 2012
TO : MR. ROMEO V. AUSTRIAGM/President
CC : MS. DEBBIE OCAMPOHRD Head
SUBJECT : AUDIT of PETTY CASH FUND
Based on the audit conducted to PETTY CASH FUND ACCOUNT of RVA Trading covering the period January 31 to March 26, 2012 we found out that as per Ledger prepared by the Audit Department based on the records submitted by the Ms. Khristine Millares, an Accounting Assistant Staff, an amount of P 19,245.04 was the remaining balance of the said account. Immediately the undersigned conducted a cash count at 11:40am of March 28, 2012, but found out no cash available in the drawer of Designated Petty Cash Custodian. It is hereby recommended that:
1. Petty Cash Custodian must render further explanation for the non-availability of the Cash on Hand per ledger in the amount of P 19,245.04 during the conduct of cash count;
2. If Ms. Khristine Millares, an Accounting Assistant Staff designated as Petty Cash Custodian as of this writing, she must present valid documents to justify the deficiencies noted.;
Further evaluation and verification will be conducted by this Office upon submission of the supporting documents by the Designated Petty Cash Custodian.
For your information & guidance.
LEONISA T. SANTOS, CPAAudit Head
DATE : APRIL 3, 2012
TO : MR. ROMEO V. AUSTRIA President
CC : MS. DEBBIE OCAMPO HRD Head
SUBJECT : PURCHASE ORDER
Forwarding to you herewith List of Purchase Orders received and verified by Audit Department for the month of March 2012 with Serial Nos. 10018 to 10228. (see attached file)
Total Amount of Purchase OrderChecked & verified - P 7,558,842.07
Less Paid Purchase Order - 726,998.00------------------
Balance, Accounts Payable for MarchPurchases only P 6,831,844.07
===========
Prepared by:
LEONISA T. SANTOS, CPA Audit Head Reviewed by:
ROMEO V. AUSTRIA President
DATE : APRIL 14, 2012
TO : ROMEO V. AUSTRIAGM/PresidentRVA Trading
CC : DEBBIE OCAMPOHRD HEAD
SUBJECT : SATURDAY DAY - OFF
SIR,
I am seeking your favorable approval for taking a Day – Off every Saturdays effective April 21, 2012. This day – off will be compensated in extending my working hours during Mondays thru Friday from 8:30am until 6:30pm. The intended day – off is, I have to spend my weekly rest days with my family in the province. Hoping for your favorable approval and kind consideration on this matter and will be much appreciated.
Thank you very much
LEONISA T. SANTOS, CPAAudit Head
JUNE 19, 2012
MR. ROMEO V. AUSTRIAGM/PresidentRVA TRADING
1997 M. Reyes St., cor. Macabulos St.Bangkal, Makati City
Dear President Austria,
Warm Greetings!!!
This is in connection to Salary Adjustment implemented last June 4 of this year to all employees receiving Php 12,500.00 below, however all RVA Employees receiving a Monthly Salary of Php 13,000.00 above was not included in your approved adjusted salary bracket. May, we have the honor to request from your good office that all Department Heads receiving a monthly salary of Php 13,000.00 above be granted also an adjustments to augment our little earnings to live and give our family a decent life.
Hoping for your favorable approval on this matter.
