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Arrived at Mapa Glove at eight in the morning with a friend who was also scheduled to intern there.

We were asked to wait at a waiting room next to the guard house.

Puan Zalina from Human Resource came and took us in to give a briefing for the first day. She explained about the working hours, attire and also the department that we will be placed for our internship.

We were placed at Accounts department under Accounts payable. After the briefing from Puan Zalina, our account manager Encik Yunus came and introduce himself and gave us a little tour by explaining all the other departments. Then he took us to our department and introduce us to the staff.

As our first task we were asked to go through the Accounts Payable guided instruction that was prepared by our department.

There was another trainee named Azmar who was in charge to guide us about the task that we should do.

We started with statements from the suppliers. We need to check the invoice number from the statement whether we have paid or not from a system called SAP.

SAP is one of the world’s leading producers of software for the management of business processes.

SAP software provides multiple business functions with a single view of the truth. This helps companies better manage complex business processes by giving employees of different departments easy access to real-time insights across the enterprise. As a result, businesses can accelerate workflows, improve operational efficiency, raise productivity, enhance customer experiences – and ultimately increase profits.

To be more clear for the staff to know whether we have paid for the suppliers or not, we will use green highlighter to indicate that we have paid the supplier, pink highlighter to indicate that we have not pay the suppliers yet and yellow/purple highlighter to indicate that the invoice is missing.

We were guided by the senior trainee, Azmar for each and every process.

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Checked supplier statements and key in excel

Matched the invoices with the documents that was brought from pigeon hole

Some invoices will be send by the suppliers and some will be send via email

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The next day, we continue with checking the statements because there was like a stack of statements to be checked.

Later, Azmar the previous intern taught us on how to do Minos.

Minos Erp is an Enterprise Resource Planning (ERP) Software intended for businesses. Minos Erp is listed as a Enterprise Resource Planning (ERP) Software and ERP Software for companies and is used for Finance and accounting Finance Enterprise resource planning (ERP)s

We were advice that this is system is very important. So, incase we made a mistake we should not proceed with anything and inform our supervisor to correct it

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Continued with Minos

While we were doing Minos, we were asked to stop doing it since there will be interface.

Interface means whatever we key in Minos will be updated in SAP.

Since there was only one computer available for that week my friend and I had to take turn to do the task

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We were thought on how to do Bank reconciliation.

Bank Reconciliation will be done in MYR and USD.

There are 5 reasons to do Bank Reconciliation:

1. CATCH ERRORS

Misread receipts, transposed numbers and forgotten entries in the check register are common accounting errors and are easily rectified

2. AVOID SURPRISES

When the bank statements are reconciled each month, any checks that haven’t cleared stand out and prompt an investigation as to the cause.

3. SAVE MONEY

Reconciling your statements every month helps you identify subscriptions you meant to cancel and bank and credit card fees you may not realize you are being charged.

4. VERIFY CASH FLOW

Small business owners typically have lower amounts of capital to work with, so it is especially important they remain vigilantly aware of their company’s exact cash flow position.

5. PREVENT FRAUD

The first indication that a company credit card number has been compromised is usually a fraudulent charge on the credit card statement. The sooner the errant charge is caught and reported, and the card canceled, the better.

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Friday is where we will update the supplier reconciliation excel file.

We will update by transferring the data from SAP to excel

after transferring the data we have to make sure the amount in the excel and the supplier statements matched each other.

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Our Saturday task will be Good Receive Notes cut off

We do this task to:

Ensure efficiency throughout the procurement process

Continuously seek opportunities to save on costs

Build long-term, win-win supplier relationships, and

Keep good track of supply data for future references

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Briefing regarding safety and health at company

We were given briefing together with new employees who joined to the company

After the briefing, our supervisor En Yunus gave us briefing on job scope on how we should perform our task after we have learned from the previous trainee for one week.

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As the month was going to end soon, our department which is Account Payable (AP), need to settle the payment to the suppliers

Therefore, Madam Gauri who is in charge for payment gave us a list of suppliers of payment proposals from A-Z.

We need to check the payment proposal invoice numbers, amount and so on with the documents that is placed in the file that we have AP in Minos.

So the payment was to pay on 1st November 2023. We need to make sure the amount that is on the payment proposals need to match with the amount that is in document file and the Statement of Account.

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We continued with arranging and checking the documents according to the payment proposals.

It was challenging because some of the documents were missing and not kept in the correct file and some we searched for hours when it was in the original file itself because we overlooked due to too many documents.

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At last we had settle the file by arranging and checking.

For each suppliers we need to attach the Statement of the Account but we didn't have that for all the suppliers.

So we had to search in different files

When we still could not get that, we were asked to email to the suppliers so that they will send us the statements.

This is where I wrongly send the email to a different supplier asking for the statement but luckily we were able to undo the email and unsend.

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There were many suppliers who email us the Statement of the Account and some haven't.

We check the amount of the statement in SAP and then we match it with the payment proposal amount.

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As our Saturday task, we did GRN cut off for Ipoh

We were advised that once done with GRN cut off we are not allowed to AP anything in MINOS

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Emergency leave with approval

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Began the day by doing Bank Reconciliation for USD as its the end of the month.

Compare to MYR transaction for USD was not that many

Abled to reconcile with cash book and statement of the account.

Updated Bank Reconciliation with the latest updated information.

Abled to reconcile all the amount.

Confirmed and got approve by our Account manager

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Since its the first day of month, we will be receiving a lot of Statement of the Account from the suppliers.

As usual statements will be checked with SAP with the invoice numbers and marked with three colors of highlighter

After highlighting the statements all the total amount for each month will be updated in the supplier recon excel file.

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Continued with checking the statements from the suppliers.

Later got the documents from pigeon hall where the suppliers send via post to different department and they will sort it out and arrange according to the department

We will take the documents from accounts department section and we will make sure that they have invoice, delivery order, GRN, and purchase order.

If any there no invoice in the given document we will check the email and if still we couldn't find means we would email the supplier for them to send the invoices.

Once the document is completed we will proceed with doing MINOS.

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Public Holiday

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Off day

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Payment was done to the suppliers for the month of October by AP Department.

Arranged the paid payment proposals according to the suppliers from A-Z

Paid suppliers documents will be kept in the store in each suppliers file

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Updated supplier reconciliation excel file

Before send it to Mr. Yunus our account manager, I tally the amount in the excel and also in the statement.

This is because some latest payment will not appear in the statement. So, I will indicate in excel the month that did not appear in the statement.

Then, I email to my account manager.

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Took the documents from pigeon hall and match with invoices, delivery order, purchase order and GRN.

Did AP in MINOS and sort according to the payment month

Arranged the AP documents that had updated in MINOS and put back in respective file according to the alphabetical order.

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Checked pending supplier statement

Once all the statements are checked by our account manager, we will keep the statements in the file according to the paying month

Example, if the current amount has to be paid in on 1st February we will keep it in January file.

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Continued with arranging the documents according to the payment proposals

There were some new invoice numbers updated. So, we had latest payment proposals and arrange it according to the latest.

When we cannot find the documents for the month of November, we will find it in the next months.

Mostly, missing documents will be in the following months but sometimes when we can't find it in the following month the documents will be in the future months.

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Off for Deepavali

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Plant shutdown due to low production.

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After the long break, there were statements and invoices send by our suppliers through email. So, we proceed to do that

Matched the invoices with the delivery order, GRN and purchase order

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This is where we will change the invoice number incase there is an error

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Since its the end of the month, we arrange the documents according to the payment proposals from A to Z.

Before arranging according to the alphabetical order, need to check the invoice number and the payment amount for each documents that have been AP in MINOS.

Some invoice number were not arrange according to the ascending order because different people key in the invoice number differently like leaving space and more

So this is where we have to keep an eye on to the invoice number and change it in SAP

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Continued with arranging the documents according to the payment proposals

There were some new invoice numbers updated. So, we had latest payment proposals and arrange it according to the latest.

When we cannot find the documents for the month of November, we will find it in the next months.

Mostly, missing documents will be in the following months but sometimes when we can't find it in the following month the documents will be in the future months.

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After arranging the documents according to the payment proposals, need to check the statements for each suppliers.

The amount to pay should be same with the payment proposals.

For those suppliers who did not have the statement need to email each supplier for the latest statement

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The suppliers replied and send us back the latest statement as per request.

So, each statement will be checked in SAP and will be updated in excel file.

Once updated in excel file, the statements will be kept in file according to their suppliers

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Updated supplier statement excel file.

We were asked to cross check the documents with payment proposals and arrange according by it.

Also, there were many Statement of Account were missing and some amount did not match with the payment proposals.

So, I emailed the suppliers to get the latest statement.

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Continued with checking payment proposals.

There were some missing documents that was not in the files

Mostly were CAPEX documents which means documents related with investment. Those documents were with Costing department

Messaged the team through MICROSOFT TEAMS asking for the missing documents

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Began by doing Bank Reconciliation for USD as for the month November and completed within few minutes.

Also taught temporary employee on how to do it

Then continued with Bank Reconciliation MYR for November.

Struggled to reconcile the amount for cash book and Statement of Account.

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Continued with Bank Reconciliation for MYR with updated information that was downloaded from SAP

Could not reconcile again with cash book and Statement of Account

Finally deleted everything and did again

Manage to reconcile for MYR

Continued with Bank Reconciliation for EUR.

Since there were not that many transaction I managed to reconcile everything and balance it.

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Continued to do Bank reconciliation since there were some payment updated

USD and EURO was balance

MYR could not balance since there were still some items were not updated

Sat down with supervisor to settle but still could not balance

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Finally manage to balance with updated payments for MYR.

Compared the amount from excel with the amount in SAP and it was correct which made me so happy.

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We welcomed our new General Manager to the company.

Due to that our Account manager Encik Yunus asked us to do 6s which are Sort, Set in Order (aka Straighten or Stabilize), Shine (aka Scrub or Sweep), Standardize, Sustain, Safety.

I asked guidance from Encik Faiz who is in my department on how to do 6s and he explained on our task

I arranged the files that are in the store and on the outside rack according to the labelling. Some files were heavy with documents.

After arranging the files I clear a pile of documents that have done payment and put it back in their respective files

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Began with matching the invoices with other documents according to their Delivery order, GRN and Purchasing order

Then, payment proposals were given for the paid suppliers.

Matched with the suppliers document and kept it in the paid file that is kept in the store room according to the alphabetical order.

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Did filing for March 2024 documents.

Arranged the AP documents that have been enter in MINOS in March file according to the alphabetical order and invoice number.

Learned how to do AP entry in MINOS for MST documents by changing the environment first.

Arranged the statement of the account that was checked by our Account Manager in the respective files

Continued with doing supplier statement

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Shredded old and unwanted documents that has been piling up for years

AP some supplier documents in MINOS

Checked supplier statements.

Gave access card by replacing the old access cards to new to the employees

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Celebrated Deepavali with office colleagues by having breakfast

Did AP in MINOS as usual and check supplier statement in SAP

Updated supplier statement excel file to give it to our account manager

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Checked supplier statement that had been send to us via email

Figuring it put why it is not balance with SAP and came to know there were no items updated for APRIL 2024 in statements

Learned how to knock off Accounts Receivable payments

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Began to do Bank reconciliation for December beginning with 1/12 - 8/12

There was an error in supplier statement. Found out that supplier did not send the invoice.

Emailed and asked for invoice and delivery order

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Updated bank reconciliation till 12th December 2023

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Updated Bank reconciliation.

Got first day training for Account Receivable team since I will be moving to that team once the intern for that team will be leaving soon

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Did GRN cut off for Penang and Ipoh.

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Learned how to find packing list and invoice summary/description/details for AR team.

There will be a delivery note given with invoice number written on the document. By using the invoice number the invoice summary/description/details can be find in the outlook.

Shipping documents for each invoice cam be find in email but for MST shipping documents will be given by hand which will be the original copy

There will be no shipping documents for debit note and credit note.

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Learned how to give out application for motor vehicle for employee

There will be two parking places one for employees where they will use the outside car park and one for executives and managers where they will park inside.

Also learned how to approve the application for company car that will be used by the employees for business purpose

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Arranged shipping documents for the year 2022 and also MST documents for the year 2022 in a box for Account Receivable team

Cleared all the old documents for the AR team and kept it in a box

Labelled the boxes according to the files name that was kept in the box

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Checked the documents according to the latest payment proposals and arranged it according to the alphabetical order and also the invoice number

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Did AP for Bollore documents and also other supplier documents

Updated Bank Reconciliation for MYR. Had some problems with the equation in the excel file. Asked my supervisor for help.

Able to manage and balance for MYR

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Off day

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Public holiday for Christmas

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Took off for Christmas with Manager's approval

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Checked Bank Reconciliation and updated with the latest info

Checked supplier statements and updated in supplier reconciliation excel file

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We were asked to come early today as the auditors were coming for stock count. We were divided to groups for different site.

I went with one of the auditor and a supervisor to have a look on how the stock count will be handle

Learned on how the stock count will be conducted.

Knock off AR payments

Updated Bank Reconciliation with the latest payment updates

Checked and arranged payment proposals for MST documents.

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Took off with Manager's approval

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Took off with Manager's approval

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Public Holiday for New Year

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Did GRN cut off for Ipoh.

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Began with arranging documents according to the payment proposals from A to J for the payment to be paid on 1st January 2024

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Wanted to knock off AR payment but due to the differentiation in posting year and document year, I was asked not to knock off the payment.

Updated supplier statements

Updated Bank Reconciliation for MYR for the month of December and finalized.

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Checked Bollore statement, one of the supplier

Usually I will print it out the statements first and highlight each and everything according to the payment due after checking in SAP but now I find it easier to check from excel. I copy pasted the invoice number to SAP and typed the due month next to it. This way was easier and faster compare to the manual method that I will do previously where it will consume more time and pain in my eyes

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Began to check supplier statement in SAP

Help to find a document for auditors

Arranged the payment proposals for paid suppliers in respective files

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Got the original invoices of the suppliers

Attached the original invoices with the duplicate that has been AP in MINOS.

By using invoice number IN SAP we can find in which month the duplicate has been placed.

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Match the invoice with DO, GRN and PO

AP the supplier document

Did GRN cut off for today

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Compiled the supplier documents with their respective invoices

AP the compiled supplier document in MINOS

Arranged the payment proposals for the payment that had done to the suppliers into the respective files according to alphabetical order

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Learned how to do filing for account receivable

For account receivable, the documents should be arranged from newest to the oldest according to the invoice number that will be send via outlook.

Updated bank reconciliation and send it to our account manager via email

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Updated supplier statement excel file by downloading open items and all items from SAP

Checked the amount with the supplier statements and also the excel file whether the amount match or not

Emailed to our Account manager

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Checked supplier statements

Matched the invoices with the respective DO, GRN and PO

AP in MINOS for the completed document

Checked how many manila files that we have in the store room

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Printed and cut the file labelling

AP the supplier document in MINOS

One of the invoice amount was different from the amount that was issued. Amended and revise by supervisor

Checked supplier statements

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AP supplier document in MINOS

Did GRN cut off for Penang and Ipoh

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Checked supplier statements and key in excel

Matched the invoices with the documents that was brought from pigeon hole

Some invoices will be send by the suppliers and some will be send via email

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Continued with checking the statements from the suppliers.

Later got the documents from pigeon hall where the suppliers send via post to different department and they will sort it out and arrange according to the department

Once the document is completed we will proceed with doing MINOS.

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Brought new manila files from admin to be arranged for this year by disposing the old ones

Knocked off AR HSBC advice

Checked supplier statements

Checked payments invoices before proceeding with the payment before submitting to Account manager

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AP the supplier documents

Arranged old files into the boxes

Transfer some files to different places

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Labelled all the boxes

Continued by arranging files that is in the store room into the boxes

Checked each files for the quantity of the document because some files contains few documents. So it can be still use for this year but some of the files were full so we boxed all those files.

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Labelled all the boxes in the store

Arranged all the investment documents in files according to the reference number

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Did GRN cut off for Ipoh and Penang

Checked the pigeonhole to bring the documents

Matched it with the invoices and separate it according to trade and non trade suppliers.

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Preparing for supervisor visit via google meet

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Created new files for this year to keep new documents

Created pink files for Trade suppliers and yellow for Non Trade suppliers

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Public Holiday for Thaipusam

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Continued with creating files for trade and non trade suppliers.

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Checked payment proposals for the payment that will be due in February

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Continued to check payment proposals

Some invoices were updated and checked again the payment proposals.

Guided the new trainee on how to do AP entry in MINOS

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Checked the new updated version of payment proposals.

Teach trainee on how to check payment proposals.

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Began to do Bank reconciliation for the month of January for USD and Euro.

Knocked off AR HSBC payment

Teach the new trainees on how to do the bank reconciliation.

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Guided the new trainees on how to do bank reconciliation for USD.

Checked payment proposals for foreign suppliers for the payment to be done.

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Updated bank recon and got approved by supervisor and manager

Guided the new trainees to complete the Bank recon for USD and Euro

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Printed and pasted labelling for CAPEX documents

Did GRN cutoff

Teach the trainees on how to arrange the documents once the payment have been paid

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AP supplier documents in MINOS.

Helped new trainees to arrange the supplier documents that have been paid into the respective files.

Teach the trainees on how to create new files to keep the supplier documents

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Prepared details and emailed the staff of Account payable about 6s that will be conducted on Thursday (08/02/2024)

Guided the new trainees on statement checking process

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Labelled the files for foreign payment pending and also other files.

Attended first meeting with team members.

Taught the trainees on how to do filing for foreign payment.

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Teach the new trainees on how to update the supplier reconciliation.

Also, taught the new trainees on how to arrange the supplier statement which was approved by our Account Manager into the respective files.

Conducted 6s Audit with our Accounts Manager.

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Guided the new trainees to do bank reconciliation

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Public Holiday for CNY 2024

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Public holiday for CNY

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Replace the old labeling with the new ones.

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Prepared and updated slides for 6s audit purpose

Checked payment proposal for supplier payment.

Searched for the missing document for one of the supplier.