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If you have NEW Fund Request requirement, please notify the Accounting Team via email. <accounting@hhgroup.ph>
Upon receiving the request, the Accounting Team will create a Fund Vendor Code for accounting and tracking purposes.
Important: ***Fund*** Vendor is different from Supplier Vendor
Supplier Vendor: Used for external suppliers
Fund Vendor: Used internally to track funds issued by the company for a specific purpose
Fund Request is suitable for scenarios where:
Fund Request is suitable for scenarios where:
The total amount is not yet confirmed, but the company needs to release funds in advance, with liquidation to be processed later
Managing Petty Cash Funds, including subsequent replenishment requests
Fund Request
Fund Request
Go to "Payables" - "Bills and Adjustments"
and click "+" to add new record
Select "Prepayment"
Encode your "Fund Vendor"
***you need to request to accounting first***
Vendor Reference: you can encode date or "X"
Subject of this fund request
Click "+" to add new line - If possible, please add ONE TYPE OF EXPENSE per line item
Inventory ID: you can reference to HERE for the item that best fit your expense
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)
For OR Information please keep it as it is. no need to update, only for OR Status: please encode with "Not Applicable"
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" 😉😉
After encoding, you need to upload supporting document to the request.
Please ensure legibility and flat placement.
Example - Prevention Maintenance Quotation
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 PREPAYMENT 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 AND pending for liquidation
Closed: Liquidation completed.
Click PRINT to print the payment request form - as the cover of receipt hard copy
Then submit to Accounting Team 🤗🤗🤗
Fund Request timely to avoid rush or any impact on operations. 🫶
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