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COA requirements before releasing payment

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COA requirements before releasing payment

Post by prix on Mon Aug 15, 2011 6:33 pm

hi, good day.. i would like to ask what are the documentary requirements for the pre-audit for goods and spare parts?

we received a letter that requesting us to submit the ff:
1.Consular Invoice/proforma invoice of the foreign supplier w/ the corresponding details.
2. Tax/duty receipt including import Entry Declaration Receipt as required in COA Memorandum No. 90-684 dated Dec.5,1990.
do we still need to submit this requirements though in our terms of payment in P.O. are in DDP? May we also know what are the procedures for the payment...

Thank you..

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Re: COA requirements before releasing payment

Post by prix on Tue Aug 16, 2011 11:54 am

good day.. can anyone give us an idea, or advice regarding my above mentioned query... thank you... ASAP.. ^_^

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Re: COA requirements before releasing payment

Post by Mikel on Tue Aug 16, 2011 4:52 pm

Please be informed that pre-audit was already lifted (again) per COA Circular No. 2011-002 dated July 22, 2011.

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Re: COA requirements before releasing payment

Post by sunriser431 on Tue Aug 16, 2011 7:25 pm

Mikel wrote:Please be informed that pre-audit was already lifted (again) per COA Circular No. 2011-002 dated July 22, 2011.
Thanks for the update "Mikel". For the benefit of forum members and visitors, follow the LINK for complete details bounce
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Re: COA requirements before releasing payment

Post by prix on Thu Aug 18, 2011 10:28 am

i'm confused.. Smile
this is the scenario..

we joined in a bidding and it was awarded to us... after months (Mid April) we delivered the goods...after this delivery we submit a letter that requesting for the payment but then until up now we didn't received the payment...

Now they sent us a letter regarding to the submission of Consular Invoice and Tax/Duty receipt...
my other question is there any/what equivalent documents can we submit aside from consular invoice and duty receipt since this documents is not applicable?

thank you and good day

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Re: COA requirements before releasing payment

Post by sunriser431 on Thu Aug 18, 2011 5:32 pm

prix wrote:i'm confused.. Smile
this is the scenario..

we joined in a bidding and it was awarded to us... after months (Mid April) we delivered the goods...after this delivery we submit a letter that requesting for the payment but then until up now we didn't received the payment...

Now they sent us a letter regarding to the submission of Consular Invoice and Tax/Duty receipt...
my other question is there any/what equivalent documents can we submit aside from consular invoice and duty receipt since this documents is not applicable?

thank you and good day
maybe the goods delivered is of a foreign origin not available locally and the import duties have settled. Anyway it took (3)months? to response on your request and it could violate the ARTA Law of 2007, which requires the government agency to response or act not longer than 5 working days in the cases of simple transactions and 10 working days in the cases of complex transactions from the date the request was received. In my opinion try to excert all other efforts to clear your concern with the government agency. bounce
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Re: COA requirements before releasing payment

Post by prix on Mon Aug 22, 2011 11:31 am

Good day sir and thank you for the reply...

we already submitted the requirements needed together with the a letter requesting for the payment to the Company and also to the COA.

The Chairman of the company said that the requirements we submitted is not acceptable by COA, But as per COA advised they already release the payment voucher last week, and it is already in the accounting office but the problem is the Chairman of the Company still hold the payment.. We did everything to comply to their requirements...We have submitted a letter explaining why Consular invoice is not applicable...but still the payment is on hold...

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Re: COA requirements before releasing payment

Post by accounting on Mon Aug 22, 2011 6:10 pm

if you comply to all the documents they require and that COA has already signaled the transaction is complete and all attachments are proper then there would be no more reason to hold the payment. however, if the COA released the voucher because of the lifting of the pre-audit to them then the reason why the COA hold the payment before is shifted to the agency already so that the president is exerting its effort to let the requirements be complied by holding the voucher for payment. In that case you need to comply them and that the documents you submitted is not the document they need. letter explanation may not suffice the requirement or is not a valid replacement of the document. there are documents that could be replaced unless force majure reasons.

i suggest you ask them what they want and if ever that sounds unfamiliar then its another story. Rolling Eyes
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Re: COA requirements before releasing payment

Post by prix on Tue Aug 23, 2011 12:21 pm

Good day... thank you, I really appreciate the replies in our post..

we already complied to their requirements.

The Company explained that we need to submit those documents for COA Post Audit, but the COA already approved the documents that we first submitted.
In our understanding Post Audit is done after the Payment of transactions,
but we are not Payed.

Sir/Madam, since the pre-audit was lifted do the Company has the right to use the COA pre audit ruling/post audit ruling (they send us letter in regards with the submission of those documents and according to them it is "as per COA's advised blahh blahh blahh" but this letter is not literally from COA because before we received this letter directly from COA, with COA's letter head not Company's Letter Head)?

thank you, your answer is really a BIG help for us... God Bless




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Re: COA requirements before releasing payment

Post by amang'65 on Tue Aug 23, 2011 3:12 pm

Mikel wrote:Please be informed that pre-audit was already lifted (again) per COA Circular No. 2011-002 dated July 22, 2011.


thanks for the updates too mikey...
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Re: COA requirements before releasing payment

Post by accounting on Tue Aug 23, 2011 8:16 pm

The Company explained that we need to submit those documents for COA Post Audit, but the COA already approved the documents that we first submitted.
In our understanding Post Audit is done after the Payment of transactions,
but we are not Payed.


Sir/Madam, since the pre-audit was lifted do the Company has the right to use the COA pre audit ruling/post audit ruling

Of course, company pre-audit as well as COA are just the same and usually company pre-audit is strictier than that of COA becoz they are protecting the image as well as the reputation. if ever that they let go of the transaction they already vouched that all requirements are complete and all attachment are proper now during the post-audit if ever one attachment is missing and that COA called thier attention, the blame is being thrown to the company pre-audit that's why they are very much carefull even to the least possible lapse. When COA issued an AOM, it is to the disadvantage of company's pre-audit and you-the supplier and worse degradation becoz it redowned to incompetence.

(they send us letter in regards with the submission of those documents and according to them it is "as per COA's advised blahh blahh blahh" but this letter is not literally from COA because before we received this letter directly from COA, with COA's letter head not Company's Letter Head)?[quote]

well im sure that before they send that letter to you they had conferred to COA already and using COA's letterhead is for emphasis that they actually sought COA's opinion.
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