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.

1st Week

14 Nov 2008 (Friday)

After a week digging deeply on the skills and flows of completing the task given by the supervisor, I belief that every task must be completed by the sequential. According to the task, the description of every payment process is essential to ensure that every sequent is completely done before the next process is taken place. The process description for invoice with PO processing are as follow:

1) Receipt Invoices from Vendor
2) Match Purchase Order with invoices
3) Check DO attached with Invoice
4) Approval for payment
5) Update register
6) AMD/Accounts acknowledgment

thats are all for the 1st week....=D

13 Nov 2008 (Thursday)

In the payment side, we received variety of invoices. It is come with many figure and format which is must be included the Invoice number, Invoice date, PO number, vendor reference number and so forth. For today task, Ms wati has thought me how to check the invoice from MSM Premier. This vendor provided service for mailing whether for local or international mailing. So, Ms Wati advised me to focus and try to avoid careless during the checking process.

12 Nov 2008 (Wednesday)

As the continuation from Tuesday, Ms Wati explained to me the specific rules and guidelines which need to fulfill and for the reference during I'm doing the checking process and it was listed below:

1) The invoice and DO received from the vendor must in original copy.
2) If there is any document sent by fax, the fax number must be included on the top of the fax sheet.
3) For the purchasing for IT equipment, the Capital Expenditure OCBC must be attached together with the other document related. If no PO attached together with the invoice, it cannot be proceeded to the next step until all the documents needed is completed.
4) If there is project code stated in the Capex write the code in the column stamped on the invoices.

11 November 2008 (Tuesday)

Normally, on every Tuesday morning, all the staffs of Business Services Department gather together to have a morning briefing. They will wait until all the staffs are available including our HOD. During the morning briefing, one of the staff will present about any kind of story in term of facts, humor, general issues or something which is related to working motivation. The turn who is the next person will be presented already stated in the schedule. For the day, it was our HOD turned, Ms Linda Lai Peng. She was speaking about how to be a leader. Meanwhile, after the presentation, the assistant for administration, Kelly will make an announcement and update the information regarding the employee welfare and any information to be concerned. By the way, before the briefing start, my supervisor asked me to introduce myself to the colleagues...=P

For the month of November, I was lucky because I did not missed the "Makan-Makan" event for the month. Usually, for every month, the department provide a budget for a "Makan-Makan" and at the same time we celebrate birthday girl or boy. It was Mr Rahaman birthday. So, we had a great time for lunch and enjoyed Nasi Minang and birthday cake for the day.

As for today, I have been thought by Ms Wati how to check the documents (Invoice, Delivery Order(DO), Purchase Order(PO) and Capital Expenditure (Capex)). I need to be ensured that the number of the Invoice, DO, PO, the items amount, the signature , the stamp of the particular person are in correct figure and stated in the document. Unless, if there are mistakes, I need to refer to the particular person related who is responsible to the order by drop an email to them. After completing the checking process and all the documents are completely attached, I need to send the invoices to the Head of Business Services Department, Ms Linda Lai Peng to get the approval. Then the invoices are ready to be sent to Accounts.

First step at Menara OCBC (10 Nov 2008)

10 Nov 2008

As stated in the letter issued by the Human Resource Department, I need to report for internship attachment as required below:

Time : 8.45 am
Date : 10 November 2008
Venue : Human Resource, 3A Floor, Wisma Lee Rubber, No 1, Jalan Melaka, 50100 Kuala Lumpur
Department : Business Services Department
Working hours : 8.45 am - 5.45 pm

As reached at the venue, Tang Li Ling, one of the staff for Employee Development asked me to report to Wong Mei Yee, the Assistant of Vice President of Business Services Department which is located at 13th floor of Menara OCBC.

After the short discussion with Ms Mei, she introduced me to The Head of Business Services Department (Vice President), Ms Linda Lai Peng and other staffs . In this department, there are divided into 4 section. First is Administration, Procurement side, Payment side and Clerk which is an operator for the department. For the clerk, the staffs are consists of 3 disable people (blind people). Then she brought me to the other department at the same floor. In the 13th floor, the Business Services Department (BSD) is share with the other department which is related to business, such as Global Trade Finance, Investment, Custody and Property and Asset.

Ms Mei also introduced me the peers who will teach me the flow of the task that related to my job description. The kindly peers are Ms Adismawati and Mr Rahaman. My job description is to conduct daily invoice processing for payment and monitoring the process. I work with the Invoice, Delivery Order(DO), Purchase Order(PO) and other related document.It is related to the purchasing and payment of the equipment of the organization whether it is IT equipment or non-IT equipment. I will be the checker for the documents and I need to ask for verification and approval from the HOD. Then, I need to record the invoice details in the spreadsheet. After settled all the process, I must send the documents to the Account Department at the 19th floor of the Menara OCBC to proceed with other action.

~First Day~

Work placement is just around the corner

After a few month searching for the internship placement, only three organizations replied and take consider of the application for the internship. The name and details of the organizations are

1) Jabatan Kebajikan Masyarakat Malaysia
Bahagian Khidmat Pengurusan
Tingkat 19-24, Menara Tun Ismail Mohd Ali
Jalan Raja Laut
50562 Kuala Lumpur
Tel: 603-26165600
Fax: 603-26949395
Website: http://www.jkm.gov.my

• This organization had fax the reply letter to the college and told that the course BSc(hons) in Business Information Technology with International Business is not related to the work description in the organization. They emphasizes more on the welfare and social works activities. Thus, the organization is not accepted the application for the work placement.
  

2)Bahagian Kemasukan & Rekod Pelajar
Kolej Poly-Tech MARA Kuala Lumpur
Jln 6/91 Taman Shamelin Perkasa
56100 Cheras
Kuala Lumpur
www.kptm.edu.my
Tel: 03-92819700
Fax: 03-92815764

• I have received the agreement through verbal communication from Puan Nurul to be placed under her department. She has asked me to report to her on 10th November 2008 at 9.00 am. After the discussion with Madam Laili, she advised that better i complete my internship outside because to encourage exposure in other organization environment. Therefore i declined the offer from the organization.
  

3) Human Resources Department
OCBC Bank (Malaysia) Sdn Bhd
4th floor, Wisma Lee Rubber
1 Jalan Melaka, 50100 Kuala Lumpur
(DID) 03-2034 5366
(FAX) 03-2026 0837
www.ocbc.com.my
Email: LiLing@ocbc.com
aizaaryati@ocbc.com

• I have sent my application trough an email. Luckily, they replied and consider my application. The Development Employee Department, Tang Li Ling has called me on 29th October 2008 and informed that there will be a group interview in order to select the lucky applicants to be placed in their organization. The interview session is done successfully. After a week, i have received an email from Tang Li Ling stated that they agreed to accept me to complete my internship at OCBC Bank. On 5th November 2008 i have collected the reply letter from OCBC Bank.
  

As for the decision, in will complete my internship at OCBC Bank which is in the Administration Department.