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Weekend Holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 24 March 2025

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Today is the first day of the internship. I came to Vitrox Company by waiting at the lobby at 8:30 a.m. to report myself. After that, the HR brought me and another internship friend from a different school to familiarise ourselves with the work environment during the company tour. After finishing the company tour, the HR brought us to collect the equipment, such as laptops, keyboards, and safety shoes. After that, we entered the classroom to participate in ice-breaking activity and team-building sessions. At the same time, we needed to submit the personal details form and attend the company policy briefing. The IT in-charge person taught us how to use digital tools and systems to enhance personal productivity. In summary, on this day, the challenge I met was understanding the process of submitting different claims on the system. To solve the challenge, I reached out to HR for clarification by asking and taking notes.

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Today, I needed to complete the e-orientation modules for Management Information System (MIS). I had to take and pass the quiz at the end of the e-orientation. The modules of MIS were about how to use the e-learning platform to navigate and organise content and synthesise information from multiple sources to understand MIS operations. In the end, the result of the quiz I scored was 8/10. The challenge that I met was having difficulty finding specific policies on the platform. Therefore, I used keywords and filters to find specific policies.

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Today, I need to complete the e-orientation module for Training & Development. I also had to take and pass the quiz at the end of this e-orientation module. The modules of Training & Development were about effectively navigating V-Learn to access materials and complete assignments. Through this module, I gained insight into training and development goals and interventions, which allowed analysis of Vitrox’s learning programs. In the end, the result of the quiz I scored was 9.42/10. The challenge that I met was having difficulty understanding due to the wide range of topics, especially on training strategies and V-Learn usage. Therefore, I used the self-quizzing method to test my understanding, which helped me enhance my knowledge and pass the quiz.

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Today, I needed to complete the e-orientation module for e-leave management at Vitrox. Through this module, I learnt how to apply for leave accurately by using the e-leave system. I also explored various leave types, including annual, replacement, and work-from-home leave. The purpose of the company doing this is to ensure employee compliance with company policies for smooth processing and timely approvals. After studying this module, I needed to take a quiz, and I scored 8/10. During this module, I struggled with understanding the different leave-type conditions and how to apply for them correctly. Therefore, I reviewed the course materials again, which helped to enhance understanding, clarify the process, and improve my knowledge.

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Today, I needed to complete the e-orientation module for the Vitrox Lean Awareness Course. Through this module, I learnt about Lean methodology and its role in eliminating waste to create value for customers. Besides that, this module also delved into Lean Problem Solving (LPS) techniques to identify and eliminate waste, boosting efficiency and productivity. After reviewing the slides and video, I took and passed the quiz with a score of 13/15. During the module, the challenge I met was understanding the concept of LPS, which was complex, especially when applying it to real-world situations. Therefore, I reviewed the slides and video again and searched on Google to gain more understanding, clarify the process, and improve my knowledge.

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Weekend Holiday.

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Weekend Holiday.

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Today, I study the Vitrox ISO 9001:2015 Awareness Course. This course is part of the e-learning Vitrox requirement. I learn about the ISO 9001:2015 standard and its importance in quality management. I also learn about Vitrox’s QMS structure and processes. This course helps me understand the roles and duties in keeping and improving quality standards. After I finish the course, I take a quiz and pass the final assessment with a full score of 8 out of 8. The challenge I face today is having trouble understanding the full meaning of the ISO 9001:2015 standards and how to use them. Therefore, I review the course slides again and focus on the QMS structure.

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Today, I study the Corporate Administration Guidelines course for Vitrox through e-learning as a required module. This course is about core values and key etiquette in the workplace. I can gain insight into guidelines for professional appearance and company attire. At the same time, it also covers procedures for handling company properties responsibly. After finishing studying this course, I also need to take a quiz and pass the quiz. As a result, I score 8 out of 9. The challenge for today I face is needing to identify which go-green initiatives and employee programs were implemented in Vitrox. Therefore, I need to take notes and review again the video to enhance the knowledge about initiatives and their alignment with Vitrox’s sustainability goals.

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Today, I need to study the last course, which is the Vitrox EHS Awareness Course, through e-learning. This course is about the importance of EHS and its benefits in maintaining a safe and healthy work environment. I learn how to identify and mitigate hazards in the workplace, especially how to prevent slip, trip, and fall accidents in the workplace. I face the challenge of finding the ergonomics principles and their application in real work situations a bit complex. Therefore, I review again the ergonomic guidelines and practice proper positioning in my workplace.

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Today, my buddy briefed me about the process for Account Payable (AP), including the key concepts, by using Standard Operating Procedure (SOP) Excel. I need to understand the theory and workflows before starting the application or practical use. The purpose of having this SOP is to know the importance of an efficient accounts payable system for managing finances. The challenge that I face is understanding the concepts of AP, which are difficult to fully grasp, especially without practical application. Therefore, I will ask my buddy for clarification and review more real case examples to gain a better understanding of the process.

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Today, my buddy briefed me on daily, weekly, and monthly tasks in AP. Through this briefing, I can learn how different AP tasks are interrelated and their role in maintaining a smooth workflow within the finance department. The challenge for today is understanding the balancing of the workload between daily, weekly, and monthly tasks, which is especially challenging during the end-of-month reconciliation process. Therefore, I learn from Buddy how to manage time efficiently by prioritising tasks and staying ahead of schedule to avoid bottlenecks during reconciliation.

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Weekend Holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 2 April 2025

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Weekend Holiday.

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Public Holiday – Hari Raya.

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Public Holiday – Hari Raya.

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Today, my buddy brings me to the warehouse to show me how to collect documents from VTSB, ViE, and JIT VTSB. When collecting documents, we need to categorise these into 3, which are local, foreign, and other, such as credit cards. At the same time, we need to scan the document QR code as acknowledgement that we have received it. Back at the office, my buddy teaches me how to do matching, which is sorting documents, which are invoices and delivery orders, by supplier company name in alphabetical order; removing the staple; putting the invoice in front; second is the DO; third is the supporting document; and then restapling them together. The challenge that I face is difficulty accurately disaggregating documents into respective categories. Therefore, I ask my buddy and learn from them about the identified foreign invoices by custom form (K1) and for other invoices from sources like Taobao and Shopee.

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Today, I try to finish matching all documents for the local invoice for VTSB. After that, my buddy will check my matching tasks. My buddy teaches me how to enter invoices by using the Epicor system. We need to fill in the purchase order number (PO), delivery order number (DO), invoice number, invoice date, and amount. Before saving, we need to make sure all invoice details are accurate to avoid any variance between the invoice and the system. The challenge of invoice entry I face is the difficulty of familiarising myself with the different supplier invoice formats. Therefore, I received coaching from my buddy to comprehend the supplier’s invoice format.

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Today, I try to invoice entry into the Epicor system for capture liability. At the same time, I need to ensure accuracy by checking invoice numbers, invoice dates, amounts, supplier names, and our company name. The challenge for today is difficult; it is to maintain focus due to the large volume of invoices and look at the monitor as long as eyes feel uncomfortable. Therefore, I need short breaks to drink coffee to maintain focus.

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Weekend Holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 7 April 2025

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Weekend Holiday.

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Today, I finish invoice entry and pass my buddy check. After that, I attend a briefing by the manager on an overview of the Vitrox background. Another buddy of mine explained the work instructions (WI) in detail, which clarified doubts on document flow and invoice steps. The challenge is to face some WI terms that are unfamiliar. Therefore, I take notes to enhance more confidence and understanding with the process.

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Today, my buddy brings me to collect documents from the warehouse. The number of documents that we collect is 356. Back to the office, I need to do matching for local VTSB invoices. The challenge is finding and managing multiple invoices with varying amounts and matching them correctly. Therefore, I try to improve focus on accuracy by grouping invoices by entity before matching.

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Today, I do invoice entry for local VTSB by using the Epicor system. I need to fill in all the details, which are the PO number, DO, date, invoice number, and amount. The challenge for today is ensuring that invoice amounts match system data, which is challenging to avoid discrepancies. Therefore, I learn to double-check each entry before saving to prevent errors.

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Today, my buddy teaches me to do posting and numbering when finishing the invoice entry step. We need to copy all invoice entries to Excel; only after that can we do posting and numbering. We need all invoice entries to be correct and not have any variance. The challenge for today is I encounter price variance when entering invoices. Therefore, I need to scan the invoice and send an email to the buyer to ask for confirmation and take necessary action.

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Today, the accounts payable team attended the sharing PO Dashboard session with the procurement department. The challenge that I face is understanding the full functionality of the PO Dashboard and its integration with the procurement process. Therefore, through this session, I learn about improvements in the dashboard that could enhance its usability. It makes it convenient for shareholders and management to directly review it.

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Weekend Holiday.

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Weekend Holiday.

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Today, the accounts payable team attended the trade and non-trade payable discussion meeting. Through this meeting, they also shared a line graph for the cash conversion cycle (CCC). The challenge that I face is understanding the Days Payable Outstanding (DPO) formula and concept. Therefore, I take note when they show example calculations and examples to explain the DPO concept by the manager and buddy.

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Today, our finance team attended a briefing session on the e-invoicing process. This session will relate how e-invoicing integrates with AP and AR workflows. The challenge that I face is confusion on some new system terms. Therefore, I try to ask my buddy and learn more from their explanation to enhance knowledge.

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Today, I and my buddy collect documents from the warehouse. The number of documents that we collected is 900. Back to the office, I need to match the local VTSB invoice. The challenge that I face is discrepancies in invoice and delivery order format, which delay processing. Therefore, I try to take note of each supplier’s invoice and delivery order format to easily allow me to make a review after.

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Today, I try to invoice entry for the collected local VTSB invoices. The challenge for today is I encountered an invoice with prepayments, which required doing mass prepayment offsetting. Therefore, I learn from my buddy how to offset the prepayment cases by following the correct steps. After finishing the offset, I need to crop “Paid” and write the date we do the offset on the invoice.

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Today, I continue to do invoice entry for local VTSB invoices. The challenge is facing time constraints due to a high volume of pending invoices and needing to maintain accuracy while working under pressure. Therefore, I learn to understand that making consistent daily progress helps prevent backlogs.

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Weekend Holiday.

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Weekend Holiday.

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Today, I finish the invoice entry. After that, I do posting and numbering for all completed invoice entries. I use a system to run numbering. I need to print and affix numbered stickers to each hard copy invoice for easy tracking. The challenge that I face is sticking invoice numbers, which requires careful attention to avoid mislabeling. Therefore, I ask for a buddy and learn from them about the importance of double-checking numbering before sticking to avoid tracking issues.

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Today, I and my buddy go to the warehouse to collect documents. After that, I join the ESG Station Rehearsal. The challenge I encounter is needing to learn the ESG game flow for my role as game master. Therefore, I gained exposure to ESG topics and recognised the importance of preparation.

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Today, I do matching and invoice entry for local VTSB invoices. After that, I need to attend AED & CPR training prepared by Ms. Khalida. The challenge that I face is how to do AED & CPR techniques during the training. Therefore, I try to take video when they show an example of how to do AED and CPR by using models.

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Today, I continue to do the invoice entry for local VTSB invoices. After that, I joined a 1-on-1 ESG Station Rehearsal with the ESG team. The challenge is I need to understand the ESG game flow and explain to participants what ESG theory is. Therefore, I learn from the ESG buddy to enhance confidence to present as the game master.

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Today is ESG Day. I need to play as game master in the ESG team. The challenge that I face is needing to manage the ESG game during the event, ensuring everything runs smoothly. Therefore, I gained hands-on experience in event management and strengthened my teamwork skills.

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Weekend Holiday.

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Weekend Holiday.

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Today, my buddy teaches me how to match foreign invoices. Matching starts with the invoice, delivery order, commercial invoice, AWB, and supporting document, and last is the custom form (K1). I need to know which invoice is under the combined shipment. The challenge for today I face is doing matching with a foreign invoice. Therefore, I take note and try to familiarise myself with each foreign invoice.

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Today, I try to finish matching for the foreign invoice for the VIE company. After that, my buddy will check and give a comment for my matching. Next, I matched an invoice entry for JIT VTSB invoices. The challenge for today is error matching for foreign invoices because error identification only uses commercial invoices. Therefore, I take note and ask Buddy for more detail about which vendor is only used for commercial invoices.

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Today, I am in charge of invoice entry for local VTSB invoices with high volume. The challenge that I face is how to manage a large volume of invoices efficiently without losing accuracy. Therefore, I learnt to practice handling a bigger workload and improved my speed, but I needed to focus more on avoiding small mistakes under pressure.

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Public Holiday – Labour Day

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Today, I do posting and numbering of all invoice entries, including local and foreign invoices. The challenge is I need to maintain accuracy and attention to detail while numbering all invoices from different categories. Therefore, I learn the importance of consistent numbering for each type of invoice from Buddy.

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Weekend Holiday.

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Weekend Holiday.

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Today, I go to collect the document from the warehouse. After that, I do matching and invoice entry for local VTSB invoices and foreign ViE invoices. The challenge that I face is missing invoices, AWB, and custom forms. Therefore, I go ask the vendor, buyer, and courier service providers to request the necessary missing document.

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Today, I continue invoice entry for the local VTSB invoice. After that, my buddy teaches me how to do the statement of account reconciliation for ViE. The challenge that I face is that the SOA from the vendor does not match with our system. Therefore, I learn from Buddy about the reasonthe SOA from the vendor does not match with our system.

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Today, I do SOA reconciliation for VTSB. After that, I go to collect the invoices from the warehouse. The challenge for me is needing to teach my teammate how to collect the documents. Therefore, I stay calm, follow the steps to guide the teammate, and make sure she understands the process of collecting documents.

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Today, I do matching invoices for ViE and VTSB that I collected yesterday. After that, I do invoice entry when finished matching. I go to attend the EHS postmortem. The challenge for today is I face daily payment terms for ViE. Therefore, I ask for a buddy and learn how to do the daily payment by uploading the invoice to eProcure.

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Today, I print the invoice, AWB, and custom form requested from the vendor. After that, I attend the quarterly meeting. The challenge for today is how to balance the daily work with active engagement during the quarterly meeting. Therefore, I learn to focus on quarterly meetings to understand the company’s future direction.

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Weekend Holiday.

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Weekend Holiday.

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Public Holiday – Wesak Day.

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Today, I do invoice entry for foreign ViE invoices that had already been matched. After that, I need to record the invoice number and vendor ID on the customs form for logistics processing. I will use recycled paper to bundle completed invoices, labelling them as Checking, Posting, and Upload eProcure before passing them to my buddy. This is because it enables each stage to be ticked off upon completion and returned for final confirmation. The challenge is the total amount on the invoice does not match the amount stated on the customs form. Therefore, I learn to group multiple invoices under the same shipment to accurately match the total on the customs form.

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Today, I do invoice entry for VTSB. After that, I do posting and numbering when the completed invoice entry is done. I go to collect documents from the warehouse. The challenge for today is matching for ViE (foreign) takes more time due to missing supporting documents such as K1, AWB, and invoices. Therefore, I learn to request missing documents from the appropriate parties and ensure accuracy in the requests to prevent processing delays.

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Today, I do numbering for the previous batch of foreign ViE invoices after Buddy’s review. After that, I upload completed foreign ViE invoices from the previous batch to eProcure. The challenge that I face is the large volume of invoices in the previous foreign ViE batch increased the risk of misuploads to eProcure. Therefore, I learn to make sure to double-check each invoice upload by verifying invoice numbers and vendor details to avoid misuploads.

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Today, I do invoice entry for foreign ViE and handed it over to my buddy for checking. After that, I attend the Finance Department Meeting and the 21st AGM Usher Briefing. Back at the office, I continue invoice entry for local invoice VTSB. The challenge that I face is how to balance regular tasks alongside back-to-back meetings, which requires maintaining organisation and focus throughout the day. Throughoutthis meeting, I get valuable insight into upcoming projects planned for the Finance Department.

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Name: Michelle Tan

Position: Finance Manager

Date: 19 April 2025

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Weekend holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 13 April 2025

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Name: Michelle Tan

Position: Finance Manager

Date: 14 April 2025

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Name: Michelle Tan

Position: Finance Manager

Date: 21 April 2025

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Name: Michelle Tan

Position: Finance Manager

Date: 28 April 2025

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Name: Michelle Tan

Position: Finance Manager

Date: 5 May 2025

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Weekend holiday.

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Today, I still continue invoice entry for local invoice VTSB. After that, I do posting and numbering for completed local invoice entry. The challenge for today is I encounter discounts are not reflected in the accounting system, causing discrepancies in the total invoice amounts. Therefore, I send an email to the buyer for verification and discovered that the agreed price did not include the discount. Then, I need to request the vendor to revise the invoice and revert it to me to proceed with the invoice entry.

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Today, I do matching for invoice ViE. At the same time, I need to send emails to vendors and courier service providers to request invoices and AWB numbers to complete the matching process. The challenge is I am facing minor issues with the arrangement of ViE foreign invoice matching, as identified by my buddy. Therefore, I learn from my buddy and enhance a clearer understanding of how the unintentional mistake occurred during the matching of foreign invoices.

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Today, I go to print the requested invoices and AWB. I pass the completed foreign VIE invoice entries to Buddy for checking and amendments. Then, I do invoice entry for JIT VTSB, small entities, and local ViE. I also need to upload invoices to e-Procure for foreign VIE and those with daily payment terms. The challenge for today I face is the price variance issue for one invoice from ViE. Therefore, I learnt to check with the buyer and found that it was a wrong posting caused by a similar part ID number. Then I go to ask for the request for the warehouse to take corrective action and amend the error.

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Today, I start invoice entry for local invoices VTSB and foreign invoice ViE. After that, I do posting and numbering for completed invoice entry local VTSB invoices. The challenge for today is I encounter difficulty matching an invoice due to an incomplete company name that was blocked by the logo. Therefore, I learn to request a revised invoice with the full company name clearly displayed (not obscured by the logo).

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Today, I invoice entry for JIT VTSB, small entities, and two batches of local VTSB. The challenge is I face an issue where an invoice did not match the total amount in the accounting system due to duplicate postings made by the warehouse. Therefore, I learn to send an email to the warehouse team requesting them to take corrective action to resolve the duplicate posting for the affected invoice.

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Weekend holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 26 April 2025

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Weekend holiday.

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Today, I do posting and numbering for completed invoice entries of VTSB local invoices. After that, I collect documents from the warehouse. Then I do invoice matching for invoices for ViE (foreign & local), small entity, and JIT VTSB. The challenge that I face is issues with missing documents, such as invoices and K1 (custom form). Therefore, I discovered that directly messaging the buyer via chat to request the invoice and AWB number is sometimes faster than sending an email.

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Today, I made invoice entries for foreign VIE invoices and passed them to Buddy for checking. After that, I invoice entry for small entity and VIE. When finishing invoice entry, I do posting and numbering for completed invoice entries. The challenge that I meet is price variance on invoice. Therefore, I scan the Delivery Order (DO) and send an email to the warehouse to request corrective action due to wrong part posting.

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Today, I collect documents from the warehouse. Back at the office, I do matching and invoice entry for ViE (local and foreign), small entities, and JIT. After that, I attend the AGM rehearsal to prepare for the AGM event the next day. The challenge for today is I encounter an issue where the supplier uses the same invoice number for two different invoices that do not allow me to enter them into the system. Therefore, I send an email to the vendor to request a revised invoice with a unique invoice number to resolve the issue.

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Today, I attend the AGM meeting as part of the working crew, and I need to usher guests to their seats. The challenge that I face is coordinating with the team to seat guests efficiently while maintaining professionalism in a formal setting. Therefore, I learn how to remain composed and communicate effectively in a fast-paced event environment.

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Today, I invoice entry for ViE (foreign & local), small entity, JIT VTSB, and local VTSB. After complete invoice entry, I do posting and numbering for them. The challenge is I encounter price variance issues. Therefore, I scan the invoice and send an email to the person in charge to take corrective action.

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Weekend holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 3 June 2025

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Weekend holiday.

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Public Holiday - Yang di-Pertuan Agong's birthday

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Today, I put the ViE invoice into boxes from the cabinet to free up the space of the cabinet. After that, I filed the SOA and invoice taken from the envelopes. Then, I go to fold some cardboard boxes to prepare them for storing future invoices. I do SOA reconciliation for the previous month for 10 supplier companies. I need to attend a meeting for quick alignment on tasks and updates. The challenge that I face is the vendor’s SOA does not align with our system because the vendor has not offset payments that we have already made. Therefore, I learn to send email to the vendor to request a revised statement of account and inform them payments have already been made.

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Today, I continue to SOA for the previous month for 28 supplier companies. The challenge that I face is the amounts in the vendor’s SOA do not align with our system due to late receipt of invoices or documents. Therefore, I learnt to request the invoice from the vendor, as it had not yet been captured in our system. Using the invoice, I got the PO number and followed up with the buyer to confirm the receiving status of the related delivery order.

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Today, I clear no important email because my mailbox is already full. After that, I continue doing SOA reconciliation for 32 supplier companies. Then, I send an email to the vendor to request an invoice for the document that is missing an invoice. The challenge that I face is several supplier SOAs do not tally with our system records. Therefore, I learn to identify missing invoices not yet recorded in the system. After that, I need to request the soft copy invoice from vendors to make informed buyers follow up on the delayed receiving.

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Today, I continue to request the 10 local VTSB invoices from vendors through email. After that, I need to print invoices from the requested invoices and match them. Then, I need to invoice entry for 136 local invoices from VTSB into the system. The challenge is I encounter a discrepancy in the total amount due to a calculation error in the invoice. Therefore, I need to send an email to the vendor to double-check and revise the invoice.

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Weekend holiday.

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Name: Michelle Tan

Position: Finance Manager

Date: 10 June 2025

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Weekend holiday.

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Replacement Public Holiday - Hari Raya Qurban.

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Today, I do invoice entry for 135 local VTSB invoices. After that, I do posting and numbering for 236 invoices. Then, I do matching for new batch invoices. The challenge that I face is the DO number and PO number stated in the invoice do not match the actual delivery order. Therefore, I learn to send email to the vendor to request a corrected invoice with the accurate DO number and PO number to ensure proper matching.

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Today, I continue doing invoice entry for 137 local VTSB invoices and 90 JIT VTSB invoices. The challenge for today that I face is a revised invoice from the vendor that does not include the company name in the invoice header. Therefore, I learn to send email to the vendor and request a corrected revised invoice with the company name clearly stated in the header to ensure proper documentation and compliance.