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.
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.
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