SALES MODULE

Set-up: Issuance of sales invoice shall be centralized per branch. There shall
be one sales clerk per branch who will be responsible for the timely processing of
sales invoices.
ISSUANCE OF DELIVERY RECEIPT
All sales transactions should have a corresponding Delivery Receipt (DR) to
be issued by the authorized persons of every branch/department. It is the
responsibility of the assigned Issuance Clerks to ensure that quantity released is
properly documented in the DR. For Dressed Chicken and By-products, a Dispatched
Summary shall be prepared by every Issuance Clerk after his/her duty with the
duplicate DRs. For departments with SAP access, DR issuance shall be made using
the system. To do so, see Exhibit A. For departments without SAP access, DR
issuance shall be done manually using pre-printed DR Form (see Exhibit B).
However, the same shall be encoded in the system by the assigned person to do so.
Printing is not necessary when a Manual DR is already issued.
The DR copy shall be distributed as follows:
a. Original Copy Customer
b. Duplicate Copy A/R Acctg Specialist
c. Third Copy File Copy
ISSUANCE OF SALES INVOICE
Invoicing shall commence the day that the Sales Clerk received the DR. It is
her responsibility to issue a Sales Invoice based on DR quantity and on the
approved prices advised. For institutional customers, invoicing shall be done
manually. However, the same shall still be encoded in the system for recording, no
printing necessary. To issue an invoice in SAP, see exhibit C.
The Sales Invoice copy shall be distributed as follows:
d. Original Copy Customer
e. Duplicate Copy A/R Acctg Specialist
f. Third Copy File Copy
PREPARATION OF BILLING STATEMENT
A billing statement shall be prepared according to each customers schedule
to be advised by the salesperson assigned. The billing statement shall be checked
by the AR accountant before it shall be released on the salesperson assigned for
sending.
REMITTANCE OF PAYMENTS
The salesperson shall remit payments to the cashier by filling up the Daily
Remittance Report (DRR) on the day that payment is received. From the DRR, it is

the cashiers responsibility to check accuracy and completeness of the cash/check

remitted as reported in the DRR. After checking, the same shall be encoded in the
system. (See Exhibit D). Approval of payments will then be done by the Comptroller
to finally close the outstanding invoice.
Exhibit A
DR Preparation in SAP
1. From the Sales A/R Module, open the Delivery window. Fill out the necessary
information in the header including the Customer Name, Posting Date,
Delivery Date, Document Date and Manual DR No, if applicable.
2. In the contents tab, fill up the necessary columns like Item Code/Name,
Quantity, etc.
3. After completing the information, review then add the transaction and print, if
applicable.
Exhibit B
DR Forms
Exhibit C
Issuance of Sales Invoice in SAP
1. From the Sales A/R Module, open the AR Invoice window. Fill out the
necessary information in the header including the Customer Name, Posting
Date, Delivery Date, Document Date and Manual DR No, if applicable.
2. Click the Copy from button located in the lower right corner of the window
and select the DR/s for invoicing. This will automatically display the details
from the DR previously issued.
3. In the contents tab, review the columns like Item Code/Name, Quantity, Price,
etc.
4. After completing the information, add the transaction and print, if applicable.
Exhibit D
Encoding of Payment in SAP
1. In the Banking Module, open the incoming payments window. Fill out the
necessary information in the header including the Customer Name, Posting
Date, Delivery Date, Document Date, DRR Ref No., and etc.
2. Select the invoice to be paid and click the money bag icon
. Choose the
payment means and input the necessary details like Check No, Bank, Branch,
etc. and click OK.
3. Review the transaction then save the payment as draft subject to the
comptrollers final approval for posting.