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| Office supplies management system |
| PUBLYSHER：admin RELEASE TIME：2025/11/25 PAGE VIEWS：3 |
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1. Office supplies application management
1.1 Newly hired employees shall be provided with office supplies by the group administrative office/affiliated company comprehensive office in accordance with the "Standardized Configuration Management System for Office and Office Supplies" before they arrive at work.
1.2 Application standards for office supplies for non new employees:
1.2.1 Office consumables adopt a lump sum principle, which is 20 yuan/person/month.
1.2.2 Office durable goods shall be replaced according to the principle of exchanging old for new after being approved by the head of the applicant's department until they are scrapped.
1.2.3 Office equipment shall be submitted by the requesting department in accordance with the standards specified in the "Office and Office Supplies Standardization Configuration Management System".
1.3 For office supplies that meet the standards of the "Office and Office Supplies Standardization Configuration Management System", each department shall submit the "Office Supplies Application Form" from the 20th to the 23rd of each month. After approval by the head of the applicant's department and review by the director of the Group Administrative Office/Comprehensive Office, the application shall be processed by the Group Administrative Office/Comprehensive Office
purchase.
1.4 For temporary procurement of office supplies or applications for office supplies that exceed the standards of the "Standardized Configuration Management System for Office and Office Supplies" due to work needs, a "Application Form for Abnormal Office Supplies" must be submitted. After being reviewed by the department head, approved by the company's general manager, and reviewed by the director of the group's administrative office/comprehensive office, the group's administrative office/comprehensive office will proceed with the procurement.
2. Office supplies procurement management
2.1 The Group Administrative Office/General Office shall summarize the procurement requests of each department on the 24th and 25th of each month, and supplement the procurement requests with relevant standardized configuration standards to form the "Office Supplies Procurement Application Form". Before procurement, the prices of office supplies shall be inquired through online and physical stores.
2.2 All office supplies of the affiliated company must be purchased uniformly by the group's administrative office/comprehensive office, and other departments are not allowed to purchase or reimburse them on their own.
2.3 After the procurement is completed, the administrative office/comprehensive office of the group shall register the purchased items in the "Office Supplies Inventory Registration Ledger".
3. Office supplies distribution management
3.1 On the 5th day of each month, the applying department shall collect office supplies from the group's administrative office/comprehensive office, verify the quantity, quality, specifications, and unit price, and fill out the "Office Supplies Requisition Registration Form". Office equipment (such as keyboards, mice, etc.) will be distributed on a trade in basis, and unusable office equipment will be collected and disposed of uniformly.
3.2 Office furniture and equipment shall be numbered and labeled by the administrative office/comprehensive office of the group (see the "Detailed Rules for Non Fixed Asset Coding" for specific requirements).
After the distribution is completed, the comprehensive office shall register the outgoing items in the "Office Supplies Inbound and Outbound Registration Ledger".
4. Management of office supplies usage
4.1 Every quarter, the Group Administrative Office/General Office shall conduct an inventory of the company's office supplies based on the "Non Fixed Asset Detail Table", focusing on checking whether the office supplies match the actual account, the custodian matches, and whether the physical items are damaged. At the end of each quarter, the inventory results shall be reported to the Group Administrative Office for filing.
4.2 In case of job changes (such as resignation, job transfer, etc.) among employees at all levels, the Group Administrative Office/General Office shall be responsible for organizing the handover of items and supervising the handover procedures. Items belonging to fixed assets shall be managed in accordance with the Fixed Asset Management System.
4.3 If office equipment and durable goods are lost or damaged due to personal reasons during use, the user shall compensate according to the price.
4.4 Idle office supplies should be collected and stored in the group's administrative office/comprehensive office for unified storage.
5. Maintenance and scrapping of office supplies
5.1 Contact the comprehensive office for maintenance of office furniture, equipment, and other items that need to be repaired in each department.
5.2 For office furniture and equipment that need to be scrapped, the using department shall fill out the "Non Fixed Asset Scrapping Application Form", which shall be approved by the department head. If it is confirmed by the group administrative office/comprehensive office that there is no need for maintenance, the group administrative office/comprehensive office shall carry out the scrapping process, update the "Non Fixed Asset Detail Table", indicate the asset status, and submit the scrapped income to the finance department of the company. Items belonging to fixed assets shall be managed in accordance with the Fixed Asset Management System.
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