Study guide
9.2 Custody, Requisition, and Inventory of Accountable Forms (Form 51, Form 56)
Basic Competency on Local Treasury Examination BCLTE
Track your progress as you read
Finished sections get a check mark.
1 Chapter 1: Introduction to BCLTE & Philippine Local Treasury Service
1.1 Examination Scope, Format, Scoring, and the SEAL Program 1.2 Structure of Philippine Local Government and Treasury Hierarchy 1.3 Navigating the BCLTE Curriculum and Study Strategy
2 Chapter 2: Principles of Local Taxation & LGU Taxing Powers
2.1 Fundamental Principles of Local Taxation under RA 7160 2.2 Common Limitations on Local Government Taxing Powers 2.3 Enactment, Public Hearings, and Effectivity of Local Tax Ordinances
3 Chapter 3: Real Property Taxation — Appraisal & Assessment
3.1 Real Property Appraisal Principles, Valuation, and Classification 3.2 Schedule of Market Values and Statutory Assessment Levels 3.3 Exemptions from Real Property Taxation under the Local Government Code
4 Chapter 4: Real Property Taxation — Levies, Collections & Remedies
4.1 Basic RPT Rates, Special Education Fund (SEF), and Idle Land Tax 4.2 Tax Billing, Installments, Prompt-Payment Discounts, and Delinquency Penalties 4.3 Administrative/Judicial Remedies and Statutory Distribution of Proceeds
5 Chapter 5: Local Business Taxes (LBT) & Other Local Taxes
5.1 Business Tax Bases, Graduated Rates, and Taxable Gross Receipts 5.2 Situs of Local Business Taxation and Multi-Branch Allocations 5.3 Specific Provincial and City Levies (Transfer, Professional, Amusement, Franchise)
6 Chapter 6: Fees, Charges, Economic Enterprises & Credit Financing
6.1 Regulatory Fees, Service Charges, and Barangay Clearance Rules 6.2 Operations and Revenue Mobilization of Local Economic Enterprises (LEEs) 6.3 LGU Credit Financing, Municipal Borrowing, and Debt Service Ceilings
7 Chapter 7: Management of Local Treasury Operations
7.1 Organization, Qualifications, Appointment, and Duties of Local Treasurers 7.2 Cash Management, Liquidity Planning, and Cash Flow Forecasting 7.3 Revenue Collection Protocols and Authorized Government Depository Banks (AGDBs)
8 Chapter 8: Disbursements, Fund Controls & Cash Advances
8.1 Disbursement Processing, Vouchers (DV), Checks, and ACIC Advice 8.2 Petty Cash Fund (PCF) Operations, Advances, and Liquidation Rules 8.3 Fund Accounting: General Fund, SEF, Trust Funds, and 20% Development Fund
9 Chapter 9: Safekeeping of Funds, Physical Security & Accountable Forms
9.1 Physical Custody, Vault Management, and Security Safeguards 9.2 Custody, Requisition, and Inventory of Accountable Forms (Form 51, Form 56) 9.3 Procedures for Lost, Stolen, or Damaged Accountable Forms and Cash
10 Chapter 10: Fidelity Bonding & Commission on Audit (COA) Oversight
10.1 Public Bonding Law, Fidelity Schedules, and Accountable Officer Coverage 10.2 COA Cash Audits, Cash Count Procedures, and Reconciliations 10.3 Handling Cash Shortages, Overages, and Relief from Accountability
11 Chapter 11: Statement of Receipts and Expenditures (SRE) & eSRE Portal
11.1 Statement of Receipts and Expenditures (SRE) Structure and Components 11.2 LIFT System Reporting, BLGF Guidelines, and Filing Timelines 11.3 Treasury Financial Indicators: Collection Efficiency, Operating Surplus, and Solvency
12 Chapter 12: Inter-Government Transfers & Public Financial Management
12.1 National Tax Allotment (NTA, Mandanas-Garcia Ruling) and Allocation Formulas 12.2 Shares in National Wealth, Tobacco Taxes, and Special Purpose Grants 12.3 Local Disaster Risk Reduction Management Fund (LDRRMF) and PFM Oversight
13 Chapter 13: Local Finance Committee & Stakeholder Coordination
13.1 Composition, Mandates, and Budget Recommendations of the LFC 13.2 Coordinating with the Local Chief Executive, Sanggunian, and Barangays 13.3 Technical Interfacing with BLGF, DOF, COA, DBM, and DILG
14 Chapter 14: Republic Act No. 6713 — Ethical Standards & Conduct
14.1 The Eight Norms of Conduct for Public Officials and Employees 14.2 Prohibited Acts, Financial Conflicts, Outside Employment, and Divestment 14.3 Statement of Assets, Liabilities, and Net Worth (SALN) and Transparency Rules
15 Chapter 15: Public Accountability, Transparency & Responsive Service
15.1 15-Day Response Timelines, Public Assistance, and Ease of Doing Business 15.2 Administrative Penalties, Sanctions, and Disciplinary Procedures 15.3 Internal Controls, Ethical Safeguards, and Fraud Prevention in Local Treasury
16 Chapter 16: General Ability — Verbal, Analytical & Management Skills
16.1 Verbal Ability and Reading Comprehension in Administrative Contexts 16.2 Analytical Reasoning, Data Interpretation, and Treasury Calculations 16.3 Basic Leadership, Delegation, and Supervisory Principles in LGUs
9.2 Custody, Requisition, and Inventory of Accountable Forms (Form 51, Form 56)
Key Takeaways Explain This Topic AI
Accountable forms with preprinted money value create a face-value accountability; amount-completed official receipts require equally strict serial and collection reconciliation.
Covered accountable-form printing follows the current recognized-government-printer rules and RA 12009 framework; private printing requires the authorized exception process.
Requisitions must be executed through the Treasury Requisition and Issue Slip (RIS) and Purchase Orders, followed by thorough serial number batch verification and recording in Treasury Stock Cards upon delivery.
Sequential and book-by-book controls require prior issues to be accounted for; any authorized operational exception needs documented serial accountability.
The Report of Accountability for Accountable Forms reconciles beginning balances, receipts, use, cancellations or returns, and ending inventory by serial number under the current reporting schedule.
Last updated: September 2026
- Custody, Requisition, and Inventory of Accountable Forms
- Why accountable forms require special control
An accountable form evidences receipt of public money, authority for a financial transaction, or another accountability prescribed by government rules. Its control value comes from authorization, security features, serial identity, custody, and reconciliation—not from the paper alone. The applicable COA form prescription, Local Treasury Operations Manual, and current issuance determine whether a particular form and version is required.
Distinguish forms with a preprinted money value from forms whose amount is completed when issued. A prevalued cash ticket creates an accountability measurable from denomination and quantity. A blank official receipt can be abused to acknowledge an off-book collection even though no amount was preprinted. Both require serial control, but a missing prevalued item and a missing blank receipt do not automatically produce the same monetary measure. A loss finding also does not by itself prove that the custodian criminally converted proceeds; facts, relief rules, and due process still apply.
Common local-treasury examples include the prescribed general official receipt, real-property-tax receipt, cash tickets, and other forms named in current rules. Confirm the exact form number and authorized version before teaching or ordering it. An office should not keep using a superseded form simply because old stock remains.
Procurement and receipt from the printer
Republic Act No. 12009 and its official implementing rules are the current general procurement regime, subject to transition provisions for transactions lawfully begun under the former law. Printing of accountable forms is also governed by the applicable government-printing directives and GPPB guidelines for recognized government printers. Those rules have required covered accountable-form printing to be sourced from a recognized government printer, with private printing available only through the authorized exception process when the competent authority determines that the recognized printers cannot undertake the requirement. A mayor's preference, a low private bid, or a local ordinance does not create that exception.
Plan the order from supported consumption and lead time rather than an invented universal stock level. The requisition should identify the prescribed form, specifications, quantity, serial requirements, security features, funding, and delivery point. Use the current procurement and agency-to-agency documentation that applies.
On delivery, count packages and sheets or booklets, verify form identity and version, inspect security features, and test inclusive serial numbers for gaps, duplicates, or printing errors. Record accepted serial ranges in the stock record and document shortages or defects before distribution. Inspection duties should be separated from routine stock custody where staffing permits. A COA auditor's independent role should not be converted into ordinary management membership without legal basis.
Stock and issuance records
Maintain a perpetual stock record by form type, denomination where applicable, and inclusive serial range. Maintain a separate accountability record for each collector or user showing date, quantity, serials received, returns, cancellations, and balance. Every transfer needs signatures or secure electronic acknowledgment from the releasing and receiving custodians. Store bulk stock in the approved secure location with limited access and an entry log.
Issue forms in sequence and reconcile the next number expected. The book-by-book principle limits unnecessary simultaneous open stock and requires an earlier issue to be accounted for before a new one is released. If current authorized procedures permit more than one booklet for operational necessity, document the quantity, itinerary or assignment, approving authority, and separate serial accountability rather than pretending no exception can exist.
Do not exchange booklets informally between collectors. A reassignment, leave, separation, or change of collection point requires a count and documented return or transfer. System-generated receipt ranges and offline emergency stock need the same assignment and sequence discipline.
Use, cancellation, and reconciliation
Complete a receipt at the time and for the amount actually collected, identify the correct taxpayer and revenue account, and give the required copy to the payer. Do not erase, overwrite, destroy, or detach a spoiled form to hide it. Mark all copies cancelled or spoiled as prescribed, record the reason, retain the required copies, and include the serial in the accountability report. A refund, reversal, or dishonored payment needs its own authorized process and must not be handled by silently voiding the audit trail.
Reconcile four populations: forms issued from stock, forms used or cancelled by each collector, reported collections, and intact deposits credited by the bank. For prevalued tickets, quantity issued less valid returns should reconcile to value collected, subject to documented cancellations. For amount-completed receipts, compare every serial with the collector's report and deposit evidence. Investigate missing serials, duplicate numbers, out-of-sequence use, repeated cancellations, and booklets open for an unusual period.
The Report of Accountability for Accountable Forms records beginning balance, receipts, issues or use, cancellations and returns, and ending balance by serial range. Prepare and submit it at the frequency and deadline prescribed by the current form and issuance, commonly as a monthly accountability report. Portal or spreadsheet acceptance does not replace a physical or system inventory reconciliation.
Counts, loss, and turnover
Conduct independent counts at required intervals and on turnover, incident, or risk trigger. Count unopened stock as well as booklets assigned to active collectors; reconcile each range with stock cards, individual ledgers, collection reports, and cancelled forms. Both counter and custodian should sign the result and resolve differences promptly.
For loss, theft, fire, or damage, secure remaining stock, record the exact forms and serials, notify the offices required by the controlling issuance, prevent further use, and preserve police, incident, and custody evidence. Publish or circulate a notice only as the applicable rule requires; do not fabricate replacement serials. Where the loss may qualify, Section 73 of Presidential Decree No. 1445 ordinarily allows thirty days to apply for relief, or a longer period COA permits. Relief depends on proof of the cause and absence of fault or negligence.
Accountable-form control checklist
Confirm the prescribed form name, version, security features, and current procurement authority.
Record every received and released inclusive serial range in stock and individual-custody records.
Reconcile used, cancelled, spoiled, returned, and unused serials with collections and intact deposits.
Count stock independently on required dates, turnover, and incident triggers.
For a loss, secure remaining stock, identify exact serials, preserve evidence, and complete the notice and relief procedures that actually apply.