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.