Embedded Files
Liquidation of Fund
Liquidation of Fund
Pre-requisition: You need to know your previous FUND REQUEST AP Reference
Go to "Payables" - "Bills and Adjustments"
and click "+" to add new record
Enter the same "Fund Vendor" from your previous fund request.
Enter the previous Fund Request AP# number as vendor reference number
Enter subject as "Liquidation for AP# (purpose)"
4. Go to "MORE INFO"
5. Select "Request Category" that best fit your case
6. Select "Liquidation"
8. SAVE to obtain your payment reference number
This is very important key to follow up or fast track with accounting team
Proceed to enter "DETAILS" with instruction below -
Important Reminder:
Field arrangement on your screen may not be the same as it shown in below screenshot, please drag and drop to rearrange the fields.
Encode Liquidation Details
Click "+" to add new line - If possible, please add ONE TYPE OF EXPENSE per line item
Branch Code: Entity that this expense belongs to. (if you only have access to one branch, this field will not be displayed, you can skip)
Inventory ID: you can reference to here for the item that best fit your expense
OR Vendor: Receipt Vendor on the Receipt (leave it as PCF supplier if you cannot find it in selector)
OR Status: Receipt Status, please refer to OR Status Note below.
OR Number: Receipt number on the Receipt
OR Date: Receipt Date on the Receipt
OR TaxZone: VAT or NVAT for this Receipt
Transaction Description: Purpose of this expense
Ext Cost: Total amount of this expense
Given the internet and power stability here in El Nido. It is suggested to always "SAVE" 😉😉
Note 1 - OR Status
Pending Invoice: Invoice not yet provided by the supplier, will provide later.
No Valid Invoice - Mgmt Decision: No valid invoice, it is a management decision.
No Valid Invoice - Incompliance Supplier: No valid invoice, due to incompliance supplier.
Pending Review: Valid Invoice provided in attachment for accounting review.
Not Application: Not applicable to any or above scenarios （ex. Revenue）
Liquidating the Balance
If you have left over Fund or Cash
Go to the APPLICATIONS Tab: Click on the tab labeled [APPLICATIONS] (Box 1).
Select the Original Cash Advance: Look for the Reference Nbr. (Box 2) that matches your original request (Vendor Ref).
This links your expenses to the money you took out.
Enter the Amount You Actually Spent: In the "Amount Paid" column (Box 3), type in the total amount from your receipts (e.g., 148,000.00).
Note: Do not enter the full cash advance amount.
What happens next?
Check the Balance: The system will automatically calculate the remaining cash at [B] (e.g., 2,000.00). This is the amount you must return to the company.
Return the Money: Please deposit this remaining balance into the designated company bank account.
Attach Proof of Payment: Once deposited, upload the deposit slip (POP) along with your expense receipts to this document.
If you use more than requested fund
Go to the APPLICATIONS Tab: Click on the tab labeled [APPLICATIONS] (Box 1).
Select the Original Cash Advance: Find the Reference Nbr. (Box 2) for your cash advance.
Enter the Max Prepayment Amount: In the "Amount Paid" column (Box 3), enter the full amount of the cash advance (e.g., 150,000.00).
Important: Do NOT enter your total receipt amount here. You can only apply up to the limit of what you originally borrowed.
This will make the Prepayment Balance [A] zero (0.00).
What happens next?
There should be a short note explaining why the budget was exceeded. This must be approved by OM.
Reimbursement: This remaining balance will be processed as a standard payment to given account.
After encoding, you need to prepare ALL PHYSICAL RECEIPT in paper, and scan them into one PDF file
Please ensure legibility and flat placement.
Example - HTT PCF 01.09 to 01.12
If an expense looks uncommon (urgent purchase, late receipt, etc.),
a short-handwritten note or message would help avoid follow-ups and fast track payment process.
Only expenses related to official business trip are allowed and provide invalid invoices with hardcopies.
There should be an explanation if there's no valid receipt or PCV signed by management.
After you prepared your PDF Scan file
Please upload your Scan file to the payment request.
Once you finish uploading the soft copy.
Click "Remove Hold" + "Save"
to submit for approval
You can find the current approver in the "APPROVAL" tab
Once the payment request is approved, the status will become "Balanced"
This is when you need to print the payment request with "AP Edit Detailed"
AP Status Note
On Hold: Encoded, not yet submit for approval.
Pending Approval: Pending approval from supervisor.
Balanced: Approved, ready for print and submit to accounting
Open: Accounting reviewed, payment in preparation (cheque or ATM)
Closed: Payment fulfilled.
Click PRINT to print the liquidation form - as the cover of receipt hard copy
Then submit to Accounting Team 🤗🤗🤗
Liquidations must be done right after the event/activity to avoid aging of the Prepayments
which may be subject to audit if not liquidated within A MONTH.
Sending this over timely so everything stays smooth and stress-free for everyone.
Let’s keep those 'unnecessary disputes' away! 😂 Keep up the great work! ✨🌷
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