Wednesday, December 22, 2010


To ensure that all items/goods are being accounted for, Procurement Unit (PU) has to undertake the following stePU:



Executive/Sr. Executive
(1) Print the “Purchase Order Detail Report” daily at 5.00 p.m. for BB1, BB2 and other RPP’s for:
 All items type (stock, non-stock, fixed assets and services)
 All items category (engineering, stationery)

(2) Sort the Purchase Order (PO) in sequence of PO number (for both BB1 and BB2) irrespective of the type of goods to be purchased and irrespective of the originator i.e. BB1 or BB2.

(3) Check the “Purchase Order Detail Report” against the Received Register and Stock/Non-Stock/Fixed Assets/Service & Repair Register to ensure the records of PO tally with detail in the Registers. This will ensure that PO had been issued for all purchase requisitions received.

(4) Sign on the “Purchase Order Detail Report” and the registers.

(5) Forward a copy of the signed “Purchase Order Detail Report” to Store Section for future reference and to be filed for the department safekeeping.



Executive/Sr. Executive
(1) Print the Purchase Order Report (Summary), backdated to 2 months e.g. if today is 29 September 2004, Procurement Executive (PE) is to print the report backdated to 2 previous months i.e. 28 July 2004.

(2) Run through the PO Report and identify those outstanding for more than 2 months. Extract the PO for follow-up.

(3) Request the supplier to deliver the goods/services/products before the PO expired.

(4) Sign on the PO Report to indicate follow-up conducted and file.



Executive/Sr. Executive
(1) Print the PO Report (Summary), backdated to 3 months e.g. if today is 29 September 2004, PE is to print the report backdated to 2 previous months i.e. 28 June 2004.

(2) Run through the PO Report and identify those outstanding for 3 months or more. Extract the PO. PO is only valid for 3 months.

(3) Cancel the expired PO first before issuing new PO.

(4) Using the Integrated Financial Accounting System (IFAS), go to “PO Forced Completion Menu”. PE is given the ‘access level’ to execute the cancel function.

(5) Key-in the reason for cancellation and confirm by pressing “Enter” key.

(6) Stamped “CANCELLED” on the expired PO and sign.

(7) Create a new PO number using the earlier Purchase Requisition Form (PRQ) when issuing the expired PO. New PO is issued in triplicate (3 copies).

(8) Follow the issuance of PO process, outlined in the respective section of this manual.


Executive/Sr. Executive
(9) Write the new PO number and date of issuance on the expired PO (previous PO) and sign.

(10) Notify the supplier(s) of the new re-issued PO through telephone and fax the new PO immediately.

(11) Send a copy of the new re-issued PO to the supplier(s) and the other 2 copies are for filing.

(12) The cancelled expired PO is then filed for references.


• The Procurement Committee (PC) shall decide either to:

i. Evaluate and select a supplier from 3 quotations obtained.
ii. To call for tender

• Repeat orders to purchase shall go through the same process (Please refer Purchase of Non-Stock Items/Fixed Assets procedures).
• Orders exceeding RM1 Million shall be submitted to PC.
• Appointment of Tender Box Committee Members (TBC) and Tender Selection Committee Members (TSC) shall be done as the normal tender process.
• If PC decides to call for tender, the following process must be adhered.


Line Manager
(1) To forward the Purchase Requisition Form (PRQ) to Chief Executive Officer (CEO), after it has been recommended by PC (Please refer Purchase of Non-Stock Items/Fixed Assets procedures).

(2) Verify and endorse the PRQ.

Executive/Sr. Executive
(3) The PRQ will then be forwarded to Procurement Section (PS).


Executive/Sr. Executive
(4) Receive the PRQ. Check that approval as per the Limits of Authority (LOA) and endorsed by CEO. If ‘NO’, return PRQ to requestor for amendment.

(5) If approvals in order, record details in “Received Register”:

 Date received.
 PRQ transaction ID
 Requestor
 Received by
 Received from.

(6) The Executive and the person that send the PRQ jointly sign on the register at the ‘received by’ and ‘received from’ columns respectively.

(7) Stamped ‘Received’ and annotate date on the PRQ.

(8)Prepare memo to be signed by Line Manager to appoint::
 TBC.
 TSC.
 Independent observer (IO).

Line Manager
(9) Sign the memo.

Executive/Sr. Executive
(10)Distribute the signed memo to the respective nominated committee members for their immediate action. Attached the memo with the information of tender date, venue and time of the opening and closing of tender box.


Executive/Sr. Executive
(11)Call for TSC meeting to discuss on the mode of tender.

(12)Submit PRQ to TSC.

(13)To decide on the mode of tender whether to:
 Call for new tender
a.Close Tender
b.Open Tender
 Continue with the same vendor.

(14)If open tender, TSC will have to decide on the deposit amount. Then, forward the decision to Senior Executive for further tender exercise. Proceed to “SENIOR EXECUTIVE-Open Tender” workflow.

(15)If close tender, instruct to invite identified vendors to bid. Decide on the deposit amount. Proceed to “SENIOR EXECUTIVE-Close Tender” workflow.

(16)If continue with the same vendor, each TSC member to sign on the PRQ for decision made and continue the workflow as per Purchase of Non-Stock Items/ Purchase of Fixed Assets workflow.

Sr. Executive
(Open Tender)
(17)Prepare schedule for tender exercise.

(18)Advertise tender in newspaper.

Sr. Executive
(Close Tender)
(19)Prepare schedule for tender exercise.


Sr. Executive
(Close Tender)
(20)Prepare Letter of Tender Invitation and Tender Specification. Send both to the identified vendors.


(21)Empty Tender Box will be locked one (1) day before the tender exercise is opened to public. Ensure that the Tender Box is empty.

(22)Lock the Tender Box with two (2) separate padlocks and placed the box at the main counter of the PS. The 2 keys to the Tender Box are kept separately in sealed envelopes. Seal the box.

(23)TBC and IO to sign on each envelope.

(24)Will be given two (2) envelopes containing keys for the committee safekeeping.

(25)All tender applications are to be deposited into the tender box on or before the closing date and time of tender exercise. Any late submission, the Company reserves the right to disqualify any bidders/applicants automatically.


(26)The TBC will open the seal Tender Box one (1) day after closing date. The box is open in the presence of IO.

(27)TBC will hand over the open Tender Box to the TSC. All presence must sign on the tender application letter and number each letter in sequence.

(28)Prepare the list of tender received and to certify (each member to sign) the list.

(29)Within 1 week after closing date, the evaluation and selection of the successful tender must be finalized.

(30)If presentation is needed on bidders product or services, instruct to prepare a letter to call for interview/presentation.

(31)If no quotation received, TSC has to decide whether to extend the closing date. If close tender, inform bidders on the extension of closing date by letter and advertise in newspaper for open tender.

(32)If not to extend the closing date, TSC can change the mode of open tender to close tender.

Executive/Sr. Executive
(33)Send letter to the selected bidder.

(34)Conduct the interview/ presentation with bidder and submit the recommendation.


(35) To verify and certify the recommendation.

(36)To verify and endorse the recommendation. Send to CEO for approval.

(37)To verify and approve.

Executive/Sr. Executive
(38)For successful bidder, issue Letter of Award (contract)/ Letter of Offer.

(39)For unsuccessful bidder, notify through letter and return the tender deposit.

(40)If successful bidder did not accept the offer, forfeit the deposit and issue the Letter of Award/ Letter of Offer to next best bidder.

(41)Lastly, issue PO to bidder as per PRQ/PFA form. (Please refer to Purchase of Non-Stock Items/Fixed Assets Process Workflow).

Tuesday, December 21, 2010



Photocopy machine can be known as Photostat machine which can be use to copy the exact document. Nowadays, this machine is important in a company with the intention of performing the work smoothly. If the machine experience any problematic, it will affect the staff work as it will delay because the machine is the important equipment in order to finish the work.

News Straits Time Press Berhad is a company that uses the Photostat machine in a significant way. Usually, a company will ask the secretary to print out the document for certain use. For the company I’d been working which is News Straits Times Berhad, they use ‘RICOH’ Photostat machine that can be used for manual or automatic purposes.

There were a lot of uses with the Photostat machine which it can make a photocopy within both pages. It can also divide the pages of the copied one automatically. Furthermore, this machine also can provide us with numbers of pages and sets that required by the person which conducts this machine.

How to use the machine

 Press the ‘stand by’ buttons to switch on screen.
 Place the document which you want to copy in the right place.
 Choose the size of the paper by pressing ‘select paper’.
 Press the number of copy that you require. There’s no limit on every copy.
 Lastly, press the ‘start’ button to start the process of copying.


Fax machine is equipment that is important to the News Straits Times Press Berhad. It is a way to communicate with others in a rapid way. In News Straits Time Press Berhad, they use ‘PANASONIC’ as a brand of the fax machine.

Generally, two days are requiring for post service to send the information from one place to another. But, by using the Fax machine, it can be sending in a short while. This is a way to send the information if another parties require that information fast.

Other than that, fax machine also important to send memo or short notice to the customers. For instance, by sending a memo notice to the company by using the machine. By using the fax machine, the information can be transferred immediately. Therefore, there’s no need to use the Post service to send each information to every company.

There is a lot of uses by using the fax machine. One of the uses is it doesn’t cost anything to you. Which mean, all the information can be send to the receiver without taking a long time. Besides that, all the cost to send the information can be reducing. It consist of envelop, stems and etc.

Before delivery through fax machine, the document that you want to post must be put with the fax form that named as ‘Fax Transmissions’. In the form there is several content that need to be fill by the sender which is the date, company preference, receiver fax’s number, for whom intention, by whom, title, page numbers and notes.

How to use the fax machine

 Papers should be placed in a flipside. Numbers of papers should not exceed 15 pages.
 Press the ‘digital SP Phone’ button. Press the number of the receiver’s fax machine.
 Wait the ‘line’ button to be connected.
 Press the ‘start’ buttons.
 If it appeared ‘pages sent ok’ and there’s tone that say ‘transmission is complete’, that means the fax has been received by the receiver.


Computer is one of the latest technology substances that were used by a lot of people around the world. It was use for the business purposes, industrial and government procedure. Computer systems are used to replace the manual which was by handwriting or by typewriter.

If there was problem that occur with the computer systems, all the data can be save by the process which the same as secretary work by keeping all the mail, company revolutions, private data of the employees and others.

News Straits Time company use ISU Cracker program which is MS Words, MS Excell, MS Power Point, UBS Accounting and others.


Microsoft word program was used by every unit in the company for many purposes like to prepare a mail, resolution and the rest. In addition, it also was used for other purposes for the rest of the company members.


Microsoft excel was used by the financial department unit whereby to be able to complete the balance sheet or any other account reason that ends at a certain period. The function is to make it easy to calculate the account which the computers itself manage to do.

Other than that, this program also was used by the secretary unit to make the chart or schedule of the company. some of the examples were this program can certainly clear up other company that uses the fax machine. Furthermore, private schedule of the company like calculating payment, and also strategy of the company can be done by using this program.


This type of Microsoft allows someone to do presentation of their paper work and to have a meeting which about the issue that happens in the company. This is because, Microsoft power point have some of the special juncture which capable of making our task neatly and exuberance.


This term of USB accounting allow the computer to detect it all the time. It doesn’t need all the paper work but it consists of invoice documents, receipt, debit note, credit note and other account all of the transaction will be install In the systems. More often than not is that this type of systems is use by the company that operated their business widely.

Before the written report of the financial account will be finish, there are a few steps that should be taken by using manually but there’s a different by using computer and without it. By using computer, all the business transaction that occurs will be recorded and it will be record just ones and it will be provision automatically by itself.


 It wouldn’t be any mistakes that will occur when measuring the accounting.
 It doesn’t used such a long period to complete the account
 It doesn’t need a lot of paper work that can be manipulated by any person that were irresponsible.


 The cost of computer is very high which also determine the cost of producing the outcome.


Scanner is an asset to the company to be used for copying document that is coloured or not. It’s allowing the transfer of the document to the computer by laser. By using scanner, all the work can be copied very fast and it was used as the photocopy machine but the scanner picture can be kept in the computer.


 Place the paper that you want to scan in flipside condition. Close the cover of the scanner.
 Search for the ‘scan gear’ file which in desktop of the computer.
 Windows will appear with ‘preview’ buttons.
 Wait until the document being scan.
 When you are satisfied, press the ‘save’ button to be keep in the computer as ‘JPEG file’.

Procurement : Request Item to be listed as Stock

• The Store Section or Department that uses the item REGULARLY and required to be stocked can request for the item to be kept as stock.

• The process starts from the Requestor.


Executive/ Sr. Executive
(1) Prepare memo to request for New Stock Item with item’s description clearly stated.
Note: Requestor may source for quotations from vendors or suppliers and attach the quotations to the PRQ/PFA. The Procurement Unit(PU) is however not obliged to select the attached quotations should there be other suppliers who can offer lower price for the same item.

(2) Check and verify the memo.

(3) To authorize the requisition.

Executive/ Sr. Executive
(4) Requestor will then submit the memo to PU.


Executive/ Sr. Executive
(5) Receive and record the memo in “Received Register”.

(6) The Executive and the person that send the PRQ jointly sign on the register at the ‘received by’ and ‘received from’ columns respectively.

(7) Stamped ‘Received’ and annotate date on the PRQ.


Executive/ Sr. Executive
(8) Check if the requestor attaches 3 quotations together with the memo. Where applicable, complete the Price Comparison Form and forward to senior executive.

(9)If not, source for 3 quotations. Once the 3 quotations receive, complete the Price Comparison Form.

(10)Verify and sign on the ‘Checked by’ column and forward to Line Manager.

Line Manager
(11) Verify and sign on ‘Recommended by’ column and forward to Head of Department (HOD), Human Capital Services Department for approval.

(12) Verify and sign on ‘Approved by’ column.

Executive/ Sr. Executive
(13) Price Comparison Form, memo and quotations will be sent to Storeroom to obtain stock ID.


Sr. Storekeeper
Store Executive

(14) Raise Stock Detail Master file Advice (MAA) to create a New Stock Item in the system.

(15) Obtain last stock ID from the system and create new ID for the requisition and update in MAA.

(16)Sign under ‘Checked by’ column. Determine requisition from BB1 or BB2.

STORE (cont’)

BB1: Store Executive

(17) Sign under ‘Recommended by’ column. If stock for BB1, proceed to PU.

Plant Manager
(18) Sign under ‘Recommended by’ column. Pass to next level.

(19) The respective level as mention in the Limits of Authority (LOA) to verify and approve the MAA.

(20) The MAA requisition for both BB1 and BB2 will then be forwarded to PU (BB1) for system update.


Executive/ Sr. Executive
(21) Receive the MAA from BB1 or BB2.

(22) Record MAA in Received Register and must be initial by Executive and Store Representative.

(23) Update IFAS with new item and supplier details. Sign on MAA as indication system has been updated.

(24) Check the updated details. Sign on the ‘System Data Checked by’ column in MAA form.

(25) Forward the MAA to:
1st copy: Finance Department
2nd copy: PU
3rd copy: Store



• Define the responsibilities of personnel involved in procurement requisition, ordering and receiving of goods or services;
• Ensure that all requisitions, procurements, receipts of goods or services, tender processes and awarding of contracts are properly documented;
• Ensure availability of uniform practice of requisitions, procurements,

• The Consultative Document - PROCUREMENT MANUAL shall be applicable to The New Straits Times Press (Malaysia) Berhad (NSTP) and its subsidiaries.
• These written instructions serves to provide both policies and operating controls in respect of requisitions, procurements, receipts of goods or services, tender processes and systems up-date.
• These policies and procedures shall NOT be applicable for newsprint products.
• These policies and procedures shall also be applicable for transactions involving related parties. Related party is defined as “director, major shareholder or person connected with such director or major shareholder”.

Documents referred to in these instructions are as follows:

PRQ Report
- Purchase Requisition/ Re-order Report (Stock)
PRQ - Purchase Requisition (Non-Stock)
PFA - Purchase of Fixed Asset Form
DFA - Disposal of Fixed Asset Form
TFA - Transfer of Fixed Asset Form
PRQ/SR - Purchase Requisition: Service & Repair of Fixed Assets
PO - Purchase Order