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Report on Physical Count of Inventory

PDEA report form for physical count of inventory

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Rev. 00
April 11, 2016

REPORT ON PHYSICAL COUNT OF INVENTORIES (RPCI)
________________________________
National Services/Regional Offices
As of ______________
Date
Fund Cluster: __________________
For which (Name of Accountable Officer), (Official Designation), (Entity Name) is accountable, having assumed such accountability on (Date of Assumption).
ARTICLE

DESCRIPTION

STOCK
NUMBER

UNIT OF
MEASUREMENT

UNIT VALUE

BALANCE
PER
CARD
(QTY)

ON HAND
PER
COUNT
(QTY)

SHORTAGE/OVERAGE
QTY

REMARKS

VALUE

MILITARY/POLICE SUPPLIES (e.g. ammunition)

MEMENTO (e.g. Replica Badge, Challenge Coins, Paperweight, etc)

LABORATORY SUPPLIES (e.g. Pet Bottles, Testing Kits, Gasses,
Chemical Reagents, Reference Standards, etc)

COMMON USE SUPPLIES
(e.g. office supplies, computer supplies, etc)*

OTHER SUPPLIES

Prepared and Inventoried by:

Verified by:

Certified Correct by:

________________________________
Supply Officer/Property Custodian

________________________________
Chief, Admin Division

____________________________
Service/Regional Director

Note:
Please use separate set of RPCI forms for the ff:
 * For National Services only;
 Supplies acquired through MOOE; &
 Submission shall be on the 2nd working day of the covered Month.

REPORT ON THE PHYSICAL COUNT OF INVENTORIES
(RPCI)
INSTRUCTIONS
A. The RPCI is a form used to report the physical count of inventory items by type such as Office Supplies
Inventory; Accountable Forms Inventory; Medical, Dental and Laboratory Supplies Inventory; Food
Supplies Inventory, etc. which are owned by the agency/entity. It shall be prepared semi-annually by the
Inventory Committee and by fund cluster.
B. This form shall be accomplished as follows:
1. Type of Inventory Item – inventory account name such as Office Supplies Inventory, Accountable
Forms Inventory, Medical, Dental and Laboratory Supplies Inventory, Food Supplies Inventory, etc.
2. National Service/Regional Office – Service or Office of the end-user*
3. As of __________ – date of the report
4. Fund Cluster – fund cluster name/code in accordance with the UACS
5. Name of Accountable Officer – name of the accountable officer or Supply and/or Property
Custodian
6. Official Designation – official designation of the accountable officer
7. Entity Name – branch or office where the accountable officer is assigned
8. Date of Assumption – first day of assumption of the duties and responsibilities as accountable
officer
9. Article – type of item or article (e.g., folder, bond paper, ball pen)
10. Description – brief description of the article (e.g., file tag board for legal size, 210 mm x 297 mm
(A4) min. of 70 gms, fine point black)
11. Stock Number – assigned stock number by the Supply and/or Property Division/Unit
12. Unit of Measurement – unit of measurement of the property, goods or supplies e.g., piece, ream,
box, etc.
13. Unit Value – cost per unit
14. Balance per Card – quantity of item/s or article/s appearing in the SLCs
15. On Hand per Count – quantity of item/s or article/s per physical count
16. Shortage/Overage – excess of the quantity and total value of item/s or article/s per SLCs over that
of the physical count (Shortage) or vice versa (Overage)
17. Remarks – whereabouts, conditions and other relevant information on the inventories noted during
the physical count
C. The report shall be reconciled with the SLCs and SCs maintained by the Accounting Division/Unit, and
Property and/or Supply Division/Unit, respectively. Any discrepancy shall be verified and/or adjusted
accordingly.
D. The reports hall be prepared in four (4) copies and certified correct by the Inventory Committee,
approved by the Head of Agency or his/her authorized representative, and verified by the COA Auditor.
This shall be distributed as follows:
Original

–

COA Auditor, through the Accounting Division/Unit

Copy 2

–

Supply and/or Property Division/Unit

Copy 3

–

Inventory Officer/Committee

Copy 4

–

Accounting Division/Unit

E. The report shall be submitted to the COA Auditor concerned not later than July 31 and January 31 of
each year for the first and second semesters, respectively.

Note:
Reference: Government Accounting Manual (GAM) for National Government Agencies
* inserted by LMS for easy identification
 
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