Summary for the 8th week

29 Dec 2008 (Monday) - 2 Jan 2009 (Friday)

Finally, the last day for Internship is just reached. There are only three days of working. On The 29 Dec there was a public holiday for the "Awal Muharram" and New Year Celebration was on 1 Jan 2009. The 13th floor is quite silent because a few staffs from others department is taking leaved, but the Business Services Department was still on and keep busy doing everybody works. For the month of December, the "Makan-Makan was held on the end of the year of 2008.

Unfortunately, my supervisor was on leaved for two days. It was celebrated with the additional activities that is exchange gift. We have agreed that the price of the gift is maximum RM10.00 not less than that. For the lunch, we had enjoyed Canadian Pizza which was suggested by Ms Linda and we not missed the birthday cake for the month. The birthday boy was Mr Irwan. After eating, we proceed with the exchange gift. I have got number six and the gift was the Vouchell Chocolate which was from Ms Ling while my gift goes to Mr Mike. After that, everybody continue with the works.

On the 30th Dec, I did the payment record. On 2nd Jan 2009, after completed checking a few stag of invoices, I need to hand in the incomplete and problematic invoices to my supervisor. I also acknowledges and forward an email to her which are related to the incomplete invoice in order to keep track and follow up with the right flow.

~ End of my Internship~

Summary for the 7th week

22 Dec 2008 (Monday) - 26 Dec 2008 (Friday)

In this week, after jumped into chaos situation, I still keep on doing the invoice checking because the invoice will never stop reaching to our department. Day by day, the problematic invoices are keep on increasing because many of the staffs of OCBC Bank are taking leave and same goes with the vendors staffs due to the Christmas and New Year celebration is just around the corner. They will reply my email after they come back to work. It is made delay in completing the document for the invoices. Moreover there are some document for project which is not been verify by the person in charge for the project.

However, I proceed checking with the invoices which is attached together with the PO because it is quite simple compared to the project, rental and maintenance invoice. At the same time I try to finish the problematic and KIV invoice in order to release the invoices to the Account. After the closing date on 19th Dec, I still can send the invoices to the Account, but they will not make any action to the invoices because it was already closed and they will charge the amount of the invoices to the new budget in 2009.

~end for the week~

6th week

19 Dec 2008 (Friday)

As usual, checking the invoices. I noticed that was incomplete details in the delivery order. The receiver or the user already sign but she or he did not stamp with the department stamp. According to the regulation and order provided, the DO must be stamped to ensure that the items or services have been received by the department and also the user. So, in order to get the confirmation from the user, I should drop an email to the particular receiver and asked whether they already received the goods and services or not by the vendor. Once they replied my email stated that they confirm received the item or service, I will attach together with the invoice, DO, PO and other related document if any. After initial and put the date checking at the column stamped, the invoices are ready to send to my supervisor to double check and sign first, then send to the HOD for approval.

~end for the week~

17 Dec 2008 (Wednesday) - 18 Dec 2008 (Thursday)

Regarding the closing date from accounts in the fifth week, they extend the date until 19th Dec morning. Unfortunately, the HOD of the department was on leave on the 17th Dec 08. So, I have to send the invoices for approval on the next day, 18th Dec 08. But again bad luck for me, I have insufficient time to key in the details because I have received all the stags of invoices from the HOD at 5.30pm. So, with the unlimited speed that I have, I try to finish key in all the invoices details in the spreadsheet using the excel. Due to the many invoices and the circumstances happened, I went back home at 10.00pm. It was a new experience for me facing with the workload during the peak time in the payment side. Luckily there was two others officemate who stay back to settle up their work. It seems like tiring but I understand that was the real working situation that I will face in the reality world of working.

16 Dec 2008 (Tuesday)

For this week, my supervisor instructed me to check whether the invoices recorded in the spreadsheet have been release to the payment or not. Sometimes, the vendors will directly call me asking about the payment. For this task, I need to search on the shared folder of the department. First, click on the Business Services folder, then click on the facilities and invoices services and click to which month payment record required. I need to look at the invoice number to ensure that it is already sent to accounts or not. If the invoice already sent, means the payment has been process and has been paid to the vendor by the accounts department.

15 Dec 2008 (Monday)

In the Business Services Department, there is non-stop work application was applied. It is because we dealing with the business situation and environment. The courier or the salesperson of the vendors are keep on reaching in our department to send invoices or others document related to the invoices. Sometimes, I need to stamp received on all the invoices to ensure it already been submitted from the vendor whether by hand or by post.

5th week

12 Dec 2008 (Friday)

After all the chaos, I proceed checking the invoices. For the KIV and problematic invoices, I did call and contact the person in charge for the items and services ordered. Besides that, some of the invoices are not approved by the HOD because the Model number for IT equipment is not telly with the PO. So, I need to call the vendor involved, Datacraft, and asked whether they have upgrade the model number or it is just a typo error. Then they have told me that it was a typo error, so I did corrected on the model number and send back to HOD.

~end for 5th week~


9 Dec 2008 (Tuesday) - 11 Dec 2008 (Thursday)

The fifth week is already started. For the payment side, the month of December is really make the situation chaos because the vendors are chasing for the payment. Moreover, the accounts department already indicate the closing date for Business Services Department to send the invoices. According to the matter, I need to complete checking all the invoices, get the approval from HOD, record the invoices details and send to the AMD to proceed with the payment. The closing date for the receipt of invoices by accounts department is on 11th Dec 2008. During this time, there a lots of invoices on my desk and I really need to increase the speed of checking the invoices in order to get the approval. Unfortunately, there are some of problematic invoices that I have need to KIV and keep track and follow up with the person related. However, I managed to send a few stags of invoices to the accounts........=D

8 Dec 2008 ( Monday)

Public Holiday (Eid Adha)

4th week

5 Dec 2008 (Friday)

As usual I proceed with the checking. During lunch, my supervisor told me there was a closing date to send invoices to account because they want to make closing for the 2008 budget. The closing date was on 11th December. My supervisor advise me to settle the invoices which consist big amount first then only I can focus with the rest invoices. So, I try my best to complete checking as instructed.

~end for 4th week~

4 Dec 2008 (Thursday)

As for continuation, I proceed with the checking. During the checking process, HOD has passed me the stags of invoices that have been approved by her. So, by not wasting time, I allocate the invoices to OC, E2 and AA. Then I did record the invoice details. Before the Invoices will be sent up, I need to photocopy a few invoices which are related to partial payment, maintenance and rental such as MSM Premier, Fuji Xerox, Adapt System, MKH, Ramaicorp and so forth. After I have done key in and photocopy, I print out the spreadsheet according to entity. For invoices which are belongs to OC I will pass to Ms Amy, for E2 I will pass to Ms Shee Pei, for AA I will pass to Ms Eliza. If there is mistake or inquiry regarding the recorded invoices, they will contact me by email or telephone call. Three of them are working in the Accounts Department.

3 Dec 2008 (Wednesday)

Before start doing the job, Ms Mei Yee has briefly explain to me about the Core Values Behavioral Descriptions in OCBC. The purpose was to give me exposures of what OCBC already practiced in their organization. They emphasizes on the important of the networking in the whole department in OCBC. The Core Values are listed below:

1) People
2) Teamwork
3) Customers
4) Integrity
5) Prudent Risk Taking
6) Effectiveness

2 Dec 2008 (Tuesday)

One of my colleagues who is from payment side was the presenter for the morning briefing. Before the morning briefing session, my supervisor promise to give a few stag of invoices which was been KIV by Ms Wati. After the morning briefing, I roughly check the invoices, then I noticed that there was some of problematic invoices was received on February, July and September. The invoices was received a few months ago. However, I try to solve the problem occurred on the document. In order to solve the problematic invoices, I try to call person in charge for the order, but he told me that he was no longer in the organization. That was one of the problems hit me during the settlement of the invoices. Then I quickly asked my supervisor. She said never mind and she will investigate who is the present requestor or person in charge for the items ordered. After that, she asked me to proceed checking the other invoices.

1 Dec 2008 (Monday)

The month of December has just began. Ms Wati was away for her maternity leave for two months. All the documents which are related to the payment has been passed to Ms Mei Yee, Mr Rahaman and me. In that cases, I need to take over Ms Wati job during her leave. Before she left for her leave, she has though me how to face in some different kind of document for payment that we received from the vendors and which spreadsheet in the folder should I refer to. However, she unable to teach hundred percent because insufficient time due to her maternity. Although I am not fully learn, I can refer to my supervisor, Ms Mei Yee if I have some difficulties in the way of completing the payment process.

3rd week

28 Nov 2008 (Friday)

During working, at the same time I feel comfortable working with the subordinates in the department. They willing to help me in what ever circumstances that I have faced. For example, Kelly, one of the assistant in business administration help me in getting the access to use the email in order to communicate with subordinates in the other department and also same goes with the other branch. Unfortunately, I have did not get the access to communicate with the outsiders such as vendor or the supplier for OCBC Bank because I can only access the intra net instead of internet. So, I can only communicate and interact among OCBC members only. In this case, it makes me difficult to make any inquiries regarding the the document that the vendor have sent. However, I have the alternatives to cope with this difficulty by using the telephone call or facsimile to the vendors.

~end for the 3rd week~

27 Nov 2008 (Thursday)

On Thursday, I continue doing the checking. In the checking process, it is involved with the Cost Center of the department. Sometimes the Cost Center is changing time by time. Therefore, I must alert with the changes. My supervisor had email and told me that the Cost Center for Islamic Banking (IBD31) is changing to Al-Amin Cost Center. In the Al-Amin, theres was divided in 10 divisions or departments. In this case, for the invoices, PO or maintenance agreement that are already charge to IBD31, I should change it to the new division in the Al-Amin. So, for the solution, I need to ask and drop an email to particular person in charged for IBD31 to advise which cost center in Al-Amin should be charged for the request of the item or services. Once they replied my email, I will attach the print email together with the other document as proved or else I need to make a call to the particular person in order to get the new cost center.

26 Nov 2008 (Wednesday)

When the checking process is complete, I need to send the invoices to my supervisor first to double check and sign before it will be passed to the HOD. After get the approval, I will separate the invoices according to the which entity that the invoices belongs to, whether it is OC, E2 or AA (Al-Amin). Then, I need to key in the invoices details in the payment record before it will be sent up to Account. The details recorded are:

1) Date
2) OC/E2/AA
3) Vendor Name
4) Invoice received date
5) Purchase order number
6) Invoice number
7) Invoice date
8) Invoice amount
9) DO Number
10) DO date
11) Date approval
12) Date received by AMD/Account

25 Nov 2008 (Tuesday)

"Morning briefing, morning briefing" said one of the colleagues. It is my turn to present. I want to make a different in my presentation. I try to make everyone do some little movement by asking them "How smart is your right foot ?". The concept is we trying to outsmart our foot, but we can't. My first instruction is lift your right foot off the floor and make clockwise circles, while doing that, draw the number '6' in the air with your right hand. As a result, your foot will change direction and there's nothing you can do about it. They had tried and realized that hand and foot unable to do the different direction.

The task for today is I need to continue the checking process for invoice with the maintenance agreement. I should check whether the services is done at the correct location or department and ensure that the service report is been stamp by the particular department which required the service.

24 Nov 2008 (Monday)

For the third week, I manage to follow the flow of the payment process. I try to adapt the flow with my daily routine in the office. Actually, there are two types of payment process:

1) Invoice with PO processing
2) Invoice with maintenance agreement

There are 5 steps in checking the invoice with maintenance agreement:

1) Receipt of Invoices from vendor
2) Check job sheet
3) Approval for payment
4) Update register
5) AMD/Account acknowledgment

For the first type of the payment is already been discussed in the first week. My supervisor asked Ms Wati to teach me the payment process for invoice with maintenance agreement. The procurement side will not issue the PO because it is related to the monthly maintenance which is already agreed by the bank and the vendor. Usually, the department that has problem with their machine will report to BSS and the procurement side will ask the vendor to maintain the machine such as copier, vending machine, fax machine and so on. Sometimes, there are also maintenance occurred in the pantry and washroom such as the water dispenser. The vendors that usually involve in the maintenance are Teledynamics (Toshiba), Pure and Health Water, Canon, Fuji Xerox and Atlas Vending. So, for the day I did checking the document for the invoice with maintenance agreement.

2nd week

21 Nov 2008 (Friday)

On Friday morning, Ms Wati has thought me how to key in the partial payment for the vendors using the spreadsheet. Usually the partial payment is made for the IT vendors such as Datacraft, Adapt System, MKH and so forth. It is because the amount is quite big. Basically the procurement side will deal with the vendor to make 50% of the real amount for the payment and will do several times of payment until the payment is paid. Therefore, the payment side have created the "IT tracking of payment" spreadsheet in order to keep track and as the reference for them. Besides that, the spreadsheet is used to attach together with the invoice to ensure that HOD is clear about the amount of payment and also the same goes for accounts. I need to key in the below details :

1) Name of the Vendor
2) PO Number
3) Invoice Number
4) Invoice date
5) Total amount
6) Amount of the invoice
7) Balance outstanding

~end for 2nd week~

20 Nov 2008 (Thursday)

After 2 days working for two person job with the assistance from my supervisor, En Rahaman and Ms Wati work as usual. I have acknowledge En Rahaman and we have small discussion regarding the additional data in the invoice spreadsheet 2008. He has updated the spreadsheet after the discussion is done.

19 Nov 2008 (Wednesday)

Usually, when the invoice come in, En Rahaman will record in the "Invoice Spreadsheet" and indicate the invoice reference number. I took over En Rahaman works for 3 days. Basically, the invoice received will be recorded according to the month of the invoice received by the department. Then, I will put the reference number on the top right of the invoice. The details that should be recorded in the spreadsheet are :

1) Invoice reference number
2) Invoice received date
3) Name of vendor
4) Invoice number
5) Invoice date
6) PO number
7) Amount
8) Status

18 Nov 2008 (Tuesday)

For the morning briefing, it is Ms Ling turned. She is the Assistant Vice President for the Procurement side. She did speaking about the story How to Work Effectively.

Time by time, day by day, the workload are keep on increasing. As usual my duty is on the payment transaction process. Unfortunately during my second week, two of my colleagues are on leave. Mr Rahaman is taking leave for 3 days same as Ms Wati. So, by hook or by crook I need to settle checking, send the invoices to HOD for approval and key in the invoices details before it will be sent up to the accounts. Even though it seems like burden but I take it as a challenge, without challenge we cannot test and realize the level of our ability in doing some task.

17 Nov 2008 (Monday)

On this day I'm on leaved to attend for Convocation Rehearsal at UiTM Shah Alam. My leave application was approved by the HOD on 14th Nov 2008.