Logbook_284988 by LIM SHUEN TING

16 March 2025 (Sunday)

jennylim888 — 2025-07-20 13:57:30 UTC

Weekend Holiday.

17 March 2025 (Monday)

jennylim888 — 2025-07-20 13:58:30 UTC

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.

Supervisor’s Signature:

jennylim888 — 2025-07-20 14:03:57 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 24 March 2025

18 March 2025 (Tuesday)

jennylim888 — 2025-07-20 14:06:37 UTC

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.

19 March 2025 (Wednesday)

jennylim888 — 2025-07-20 14:08:23 UTC

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.

20 March 2025 (Thursday)

jennylim888 — 2025-07-20 14:10:24 UTC

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.

21 March 2025 (Friday)

jennylim888 — 2025-07-20 14:11:16 UTC

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.

22 March 2025 (Saturday)

jennylim888 — 2025-07-20 14:11:37 UTC

Weekend Holiday.

23 March 2025 (Sunday)

jennylim888 — 2025-07-20 14:12:34 UTC

Weekend Holiday.

24 March 2025 (Monday)

jennylim888 — 2025-07-20 14:15:53 UTC

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.

25 March 2025 (Tuesday)

jennylim888 — 2025-07-20 14:16:43 UTC

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.

26 March 2025 (Wednesday)

jennylim888 — 2025-07-20 14:18:24 UTC

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.

27 March 2025 (Thursday)

jennylim888 — 2025-07-20 14:19:48 UTC

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.

28 March 2025 (Friday)

jennylim888 — 2025-07-20 14:20:57 UTC

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.

29 March 2025 (Saturday)

jennylim888 — 2025-07-20 14:22:45 UTC

Weekend Holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-20 14:23:06 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 2 April 2025

30 March 2025 (Sunday)

jennylim888 — 2025-07-20 14:23:49 UTC

Weekend Holiday.

31 March 2025 (Monday)

jennylim888 — 2025-07-20 14:33:37 UTC

Public Holiday – Hari Raya.

1 April 2025 (Tuesday)

jennylim888 — 2025-07-20 14:33:56 UTC

Public Holiday – Hari Raya.

2 April 2025 (Wednesday)

jennylim888 — 2025-07-20 14:35:19 UTC

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.

3 April 2025 (Thursday)

jennylim888 — 2025-07-20 14:38:39 UTC

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.

4 April 2025 (Friday)

jennylim888 — 2025-07-20 14:39:41 UTC

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.

5 April 2025 (Saturday)

jennylim888 — 2025-07-20 14:40:48 UTC

Weekend Holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-20 14:41:46 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 7 April 2025

6 April 2025 (Sunday)

jennylim888 — 2025-07-20 14:43:06 UTC

Weekend Holiday.

7 April 2025 (Monday)

jennylim888 — 2025-07-20 14:44:12 UTC

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.

8 April 2025 (Tuesday)

jennylim888 — 2025-07-20 14:45:18 UTC

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.

9 April 2025 (Wednesday)

jennylim888 — 2025-07-20 14:53:14 UTC

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.

10 April 2025 (Thursday)

jennylim888 — 2025-07-20 14:53:50 UTC

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.

11 April 2025 (Friday)

jennylim888 — 2025-07-20 14:55:04 UTC

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.

12 April 2025 (Saturday)

jennylim888 — 2025-07-20 14:55:24 UTC

Weekend Holiday.

13 April 2025 (Sunday)

jennylim888 — 2025-07-20 14:56:49 UTC

Weekend Holiday.

14 April 2025 (Monday)

jennylim888 — 2025-07-20 14:59:32 UTC

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.

15 April 2025 (Tuesday)

jennylim888 — 2025-07-20 15:00:05 UTC

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.

16 April 2025 (Wednesday)

jennylim888 — 2025-07-20 15:00:44 UTC

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.

17 April 2025 (Thursday)

jennylim888 — 2025-07-20 15:01:17 UTC

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.

18 April 2025 (Friday)

jennylim888 — 2025-07-20 15:01:55 UTC

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.

19 April 2025 (Saturday)

jennylim888 — 2025-07-20 15:02:20 UTC

Weekend Holiday.

20 April 2025 (Sunday)

jennylim888 — 2025-07-20 15:03:06 UTC

Weekend Holiday.

21 April 2025 (Monday)

jennylim888 — 2025-07-20 15:05:13 UTC

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.

22 April 2025 (Tuesday)

jennylim888 — 2025-07-20 15:06:01 UTC

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.

23 April 2025 (Wednesday)

jennylim888 — 2025-07-20 15:06:40 UTC

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.

24 April 2025 (Thursday)

jennylim888 — 2025-07-20 15:07:30 UTC

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.

25 April 2025 (Friday)

jennylim888 — 2025-07-20 15:07:55 UTC

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.

26 April 2025 (Saturday)

jennylim888 — 2025-07-20 15:08:12 UTC

Weekend Holiday.

27 April 2025 (Sunday)

jennylim888 — 2025-07-20 15:08:40 UTC

Weekend Holiday.

28 April 2025 (Monday)

jennylim888 — 2025-07-20 15:10:56 UTC

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.

29 April 2025 (Tuesday)

jennylim888 — 2025-07-20 15:11:28 UTC

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.

30 April 2025 (Wednesday)

jennylim888 — 2025-07-20 15:12:00 UTC

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.

1 May 2025 (Thursday)

jennylim888 — 2025-07-20 15:12:15 UTC

Public Holiday – Labour Day

2 May 2025 (Friday)

jennylim888 — 2025-07-20 15:12:42 UTC

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.

3 May 2025 (Saturday)

jennylim888 — 2025-07-20 15:13:00 UTC

Weekend Holiday.

4 May 2025 (Sunday)

jennylim888 — 2025-07-20 15:15:33 UTC

Weekend Holiday.

5 May 2025 (Monday)

jennylim888 — 2025-07-20 15:16:01 UTC

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.

6 May 2025 (Tuesday)

jennylim888 — 2025-07-20 15:16:34 UTC

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.

7 May 2025 (Wednesday)

jennylim888 — 2025-07-20 15:17:06 UTC

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.

8 May 2025 (Thursday)

jennylim888 — 2025-07-20 15:17:37 UTC

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.

9 May 2025 (Friday)

jennylim888 — 2025-07-20 15:18:10 UTC

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.

10 May 2025 (Saturday)

jennylim888 — 2025-07-20 15:18:29 UTC

Weekend Holiday.

11 May 2025 (Sunday)

jennylim888 — 2025-07-20 15:19:08 UTC

Weekend Holiday.

12 May 2025 (Monday)

jennylim888 — 2025-07-20 15:19:26 UTC

Public Holiday – Wesak Day.

13 May 2025 (Tuesday)

jennylim888 — 2025-07-20 15:20:03 UTC

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.

14 May 2025 (Wednesday)

jennylim888 — 2025-07-20 15:20:45 UTC

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.

15 May 2025 (Thursday)

jennylim888 — 2025-07-20 15:21:26 UTC

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.

16 May 2025 (Friday)

jennylim888 — 2025-07-20 15:21:51 UTC

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.

17 May 2025 (Saturday)

jennylim888 — 2025-07-20 15:22:56 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:24:40 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 19 April 2025

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:25:52 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 13 April 2025

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:27:22 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 14 April 2025

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:27:48 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 21 April 2025

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:28:15 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 28 April 2025

Supervisor’s Signature:

jennylim888 — 2025-07-20 15:28:37 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 5 May 2025

18 May 2025 (Sunday)

jennylim888 — 2025-07-21 09:56:00 UTC

Weekend holiday.

19 May 2025 (Monday)

jennylim888 — 2025-07-21 09:56:36 UTC

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.

20 May 2025 (Tuesday)

jennylim888 — 2025-07-21 09:57:18 UTC

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.

21 May 2025 (Wednesday)

jennylim888 — 2025-07-21 09:58:51 UTC

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.

22 May 2025 (Thursday)

jennylim888 — 2025-07-21 09:59:29 UTC

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).

23 May 2025 (Friday)

jennylim888 — 2025-07-21 09:59:52 UTC

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.

24 May 2025 (Saturday)

jennylim888 — 2025-07-21 10:00:12 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:00:34 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 26 April 2025

25 May 2025 (Sunday)

jennylim888 — 2025-07-21 10:01:14 UTC

Weekend holiday.

26 May 2025 (Monday)

jennylim888 — 2025-07-21 10:03:10 UTC

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.

27 May 2025 (Tuesday)

jennylim888 — 2025-07-21 10:03:45 UTC

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.

28 May 2025 (Wednesday)

jennylim888 — 2025-07-21 10:04:21 UTC

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.

29 May 2025 (Thursday)

jennylim888 — 2025-07-21 10:05:07 UTC

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.

30 May 2025 (Friday)

jennylim888 — 2025-07-21 10:05:38 UTC

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.

31 May 2025 (Saturday)

jennylim888 — 2025-07-21 10:05:54 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:06:24 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 3 June 2025

1 June 2025 (Sunday)

jennylim888 — 2025-07-21 10:09:55 UTC

Weekend holiday.

2 June 2025 (Monday)

jennylim888 — 2025-07-21 10:10:09 UTC

Public Holiday - Yang di-Pertuan Agong's birthday

3 June 2025 (Tuesday)

jennylim888 — 2025-07-21 10:10:44 UTC

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.

4 June 2025 (Wednesday)

jennylim888 — 2025-07-21 10:11:29 UTC

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.

5 June 2025 (Thursday)

jennylim888 — 2025-07-21 10:12:07 UTC

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.

6 June 2025 (Friday)

jennylim888 — 2025-07-21 10:12:37 UTC

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.

DATE: 7 June 2025 (Saturday)

jennylim888 — 2025-07-21 10:13:01 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:13:31 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 10 June 2025

8 June 2025 (Sunday)

jennylim888 — 2025-07-21 10:16:14 UTC

Weekend holiday.

9 June 2025 (Monday)

jennylim888 — 2025-07-21 10:16:38 UTC

Replacement Public Holiday - Hari Raya Qurban.

10 June 2025 (Tuesday)

jennylim888 — 2025-07-21 10:17:07 UTC

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.

11 June 2025 (Wednesday)

jennylim888 — 2025-07-21 10:17:38 UTC

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.

12 June 2025 (Thursday)

jennylim888 — 2025-07-21 10:18:15 UTC

Today, I do posting and numbering for completed invoice entry. After that, I do matching for new batch invoices. The challenge that I face is how to accurately matchsupporting documents and invoice entries before posting when handling a large volume of invoices. Therefore, I learn to triple-check each invoice, such as using pen marks to tick off verified details after entry.

13 June 2025 (Friday)

jennylim888 — 2025-07-21 10:18:45 UTC

Today, I attended the AI tools introduction training. Back at the office, I continue to invoice entry for 150 local VTSB invoices and 77 JIT VTSB invoices. The challenge that I meet is how to understand the various AI tools introduced during the training, and figuring out which tools are suitable for different daily tasks takes time and focus. Therefore, I learn by taking note of different AI tools that can improve productivity and accuracy in routine tasks.

14 June 2025 (Saturday)

jennylim888 — 2025-07-21 10:19:03 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:19:36 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 16 June 2025

15 June 2025 (Sunday)

jennylim888 — 2025-07-21 10:22:13 UTC

Weekend holiday.

16 June 2025 (Monday)

jennylim888 — 2025-07-21 10:22:48 UTC

Today, I do posting and numbering for 227 invoices. After that, I do matching for the new batch invoice. When finished matching, I do the invoice entry for 17 JIT VTSB invoices and 100 local VTSB invoices. The challenge that I face is time constraints in processing and matching a large volume of invoices within working hours. Therefore, I learnt to prioritise tasks efficiently and improved my speed and accuracy in invoice processing through hands-on experience.

17 June 2025 (Tuesday)

jennylim888 — 2025-07-21 10:23:22 UTC

Today, I continue to do invoice entry for 73 local VTSB invoices. After that, I do posting and numbering for 243 invoices. Then, I attend the CFO’s sharing session about the company’s core values. The challenge that I meet is how to ensure accuracy and consistency while handling a continuous flow of invoice processing tasks. Therefore, I learnt to understand the company’s core values from the CFO sharing session and realised the importance of applying these values in daily work.

18 June 2025 (Wednesday)

jennylim888 — 2025-07-21 10:24:01 UTC

Today, I do matching for the new batch invoice, which includes 61 JIT VTSB invoices and 120 local VTSB invoices. After matching, I do invoice entry for 61 JIT VTSB invoices and 53 local VTSB invoices. The challenge that I face is missing out on the fact that for specific suppliers, invoices containing AWB numbers using specific courier service providers need to be classified as foreign invoices. Therefore, I learn from Buddy to carefully check invoices from specific suppliers and ensure that if the AWB number indicates a specific courier service provider, they are correctly classified as foreign invoices.

19 June 2025 (Thursday)

jennylim888 — 2025-07-21 10:24:34 UTC

Today, I continue to do invoice entry for 67 local VTSB invoices. After invoice entry, I do posting and numbering for 181 invoices. Then, I attend the accounts payable monthly update meeting. The challenge that I face is an invoice from a specific supplier where the usual matching sequence between the invoice number and DO number suddenly changes. For example, the invoice number is IV-0294/2025, but the related DO number is DO-02393/2025, and the DO number is not stated on the invoice, making it difficult to identify the corresponding delivery order. Therefore, I learnt to carefully verify that the item details in the invoice match the DO, even if the invoice and DO numbers do not follow the usual matching pattern, and understood from my buddy that we should proceed with invoice entry based on the documents received, despite the confusing numbering.

20 June 2025 (Friday)

jennylim888 — 2025-07-21 10:25:14 UTC

Today, I do matching for new batch invoices, which are 19 JIT VTSB invoices and 120 local VTSB invoices. After matching, I invoice entry for 19 JIT VTSB invoices and 88 local VTSB invoices. Then, I attend AI training. The challenge that I face is another teammate cannot proceed with invoice entry for IV-0294/2025 because the system shows it was already captured by me earlier with DO-02393/2025. My buddy explains that the specific supplier has mistakenly issued two invoices with the same invoice number but different DO numbers. Therefore, I learn that when facing such supplier mistakes, we need to carefully verify the documents and request the vendor to revise the duplicated invoice (for the one with DO-0294/2025). I also realise the importance of always checking the item details in the invoice against the DO to ensure accuracy, especially when the usual numbering pattern suddenly changes.

21 June 2025 (Saturday)

jennylim888 — 2025-07-21 10:25:28 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:25:54 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 23 June 2025

22 June 2025 (Sunday)

jennylim888 — 2025-07-21 10:28:01 UTC

Weekend holiday.

23 June 2025 (Monday)

jennylim888 — 2025-07-21 10:28:30 UTC

Today, I do matching invoices for 57 JIT VTSB and 148 VTSB invoices. After matching, I do invoice entry for 57 JIT VTSB and 148 VTSB invoices. Then, I do posting and numbering for the completed invoice entry. The challenge that I meet is pending delivery orders (DOs) or invoices, where vendors usually send both together, but sometimes either the DO or the invoice is missing. Therefore, I learn to cross-check with teammates to successfully obtain the missing invoices or DOs.

24 June 2025 (Tuesday)

jennylim888 — 2025-07-21 10:28:57 UTC

Today, I do matching invoice and invoice entry for 68 JIT VTSB and 130 local VTSB. After that, I do posting and numbering for the completed invoice entry. The challenge that I face is 26 delivery orders (DOs) without corresponding invoices. Therefore, I learnt to request the missing invoices and printed those that vendors had already sent through email.

25 June 2025 (Wednesday)

jennylim888 — 2025-07-21 10:29:27 UTC

Today, I do matching invoices for 58 JIT VTSB and 166 local VTSB. After that, I attend AI training. Back to the office, I start to do invoice entry for 58 JIT VTSB and 120 local VTSB. Then, I do posting and numbering for the invoice entry completed. The challenge that I face is how to understand new AI tools. Therefore, I learn to practice using AI tools to generate slides and write efficient prompts.

26 June 2025 (Thursday)

jennylim888 — 2025-07-21 10:30:02 UTC

Today, I do matching invoices for 55 JIT VTSB and 130 local VTSB. After that, I do posting and numbering for all completed invoice entries. The challenge that I face is a specific supplier who requests to cancel an original invoice number and replace it with a new one. Therefore, I learn from Buddy to send an email to the specific supplier explaining that we are unable to cancel the original invoice number and replace it with a new one because the original number has already been entered into our system.

27 June 2025 (Friday)

jennylim888 — 2025-07-21 10:30:29 UTC

Today, I go to collect documents from the warehouse with a teammate. After that, I do matching invoices for 60 JIT VTSB, 170 local VTSB, and 15 small entities. Then, I do posting and numbering for all completed invoice entries. The challenge that I face is price variances for all part items on an invoice. Therefore, I send the email to the buyer and vendor to take the necessary action.

28 June 2025 (Saturday)

jennylim888 — 2025-07-21 10:30:43 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:31:51 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 30 June 2025

29 June 2025 (Sunday)

jennylim888 — 2025-07-21 10:33:39 UTC

Weekend holiday.

30 June 2025 (Monday)

jennylim888 — 2025-07-21 10:34:11 UTC

Today, I do matching and invoice entry for 90 JIT VTSB and 248 VTSB local invoices. After that, I do posting and numbering for the completed invoice entry. The challenge that I face is discrepancy in JIT VTSB invoice amounts due to posting the wrong part ID and quantity variance. Therefore, I learn to send email to the posting team to take the necessary action.

1 July 2025 (Tuesday)

jennylim888 — 2025-07-21 10:34:32 UTC

Today, I do SOA reconciliation for May. The challenge that I face is some invoices are still pending entry due to missing documents and no response from vendors. Therefore, I learn to send follow-up emails to vendors requesting the missing invoices to ensure month-end closing can be completed on time.

2 July 2025 (Wednesday)

jennylim888 — 2025-07-21 10:35:04 UTC

Today, I go to collect the documents from the warehouse with a teammate. I do matching and invoice entry for 106 local VTSB invoices. After that, I attend a sharing session about month-end closing conducted by Buddy. The challenge that I face is how to understand the month-end closing process. Therefore, I take notes during the sharing session and practice the process afterwards to strengthen my understanding.

3 July 2025 (Thursday)

jennylim888 — 2025-07-21 10:35:39 UTC

Today, I go to collect documents from the warehouse with a teammate. After that, I do matching and invoice entry for 12 JIT VTSB and 124 local VTSB. The challenge that I face is how to understand the formula used in Excel regarding month-end closing yesterday. Therefore, I ask my buddy for clarification to ensure I correctly understand and apply the concepts.

4 July 2025 (Friday)

jennylim888 — 2025-07-21 10:36:05 UTC

Today, I do posting and numbering for all completed invoice entries after confirming that Treasury had completed June payments to avoid confusion. After that, I do SOA reconciliation for VIE and VTSB for June by comparing vendor statements with our system records. The challenge that I face is a mismatch between vendor SOA and our records. The invoice list was long, making it difficult to identify missing invoices. Therefore, I asked my buddy and learnt to use an alternative method that sorts and compares by invoice date, which made it easier to identify uncaptured invoices.

5 July 2025 (Saturday)

jennylim888 — 2025-07-21 10:36:25 UTC

Weekend holiday.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:36:32 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 7 July 2025

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:42:14 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 15 July 2025

6 July 2025 (Sunday)

jennylim888 — 2025-07-21 10:44:18 UTC

Weekend holiday.

7 July 2025 (Monday)

jennylim888 — 2025-07-21 10:44:51 UTC

Today I start doing the statement of account reconciliation for the ViE company and the VTSB company. After I finish the statement of account reconciliation, I start doing the invoice entry for 125 local invoices for VTSB company. The challenge I face is when I do the statement of account reconciliation, I find some invoices that we still did not receive after I check the statement of account from the vendor. Therefore, I will send emails to the buyer to check the receiving status for those invoices that are not captured yet.

8 July 2025 (Tuesday)

jennylim888 — 2025-07-21 10:45:19 UTC

Today, I do posting and numbering for the invoice entry completed yesterday. After that, I follow up on the email sent yesterday to the buyer to check the receiving status. After lunch, I go with my teammate to the warehouse to collect documents for VTSB and ViE company. The challenge I face today is about the receiving status. The buyer says the goods are still not received, but the vendor already sent the invoice. Therefore, I need to ask the vendor to issue a credit note to cancel the invoice in the statement of account and send a new invoice in August when the goods are planned to be delivered.

9 July 2025 (Wednesday)

jennylim888 — 2025-07-21 10:45:48 UTC

Today, I do matching and invoice entry for 57 JIT VTSB invoices and 255 local invoices for the VTSB company. I also ask the vendor to send the invoices and print the e-invoices sent by email. The challenge I face is the quantity in the invoice does not match the quantity in the delivery order during invoice entry. Therefore, I send a confirmation to the posting team from the warehouse to check the received quantity first. Then, I contact the vendor to ask for a revised invoice.

10 July 2025 (Thursday)

jennylim888 — 2025-07-21 10:46:22 UTC

Today, I do posting and numbering for the invoice entry completed yesterday. I continue with another batch of local invoices from VTSB. After that, I attend the AI automation session in accounts payable. The challenge I face is understanding and discussing the issue in the AI automation process. It takes more steps than the normal method during the matching process. Therefore, I help my buddy record the time taken to do matching by comparing the AI method and the normal method for matching invoices.

11 July 2025 (Friday)

jennylim888 — 2025-07-21 10:46:48 UTC

Today, I go to the warehouse to collect documents. I start doing matching and invoice entry for JIT VTSB and local VTSB invoices. After that, our finance team celebrates June birthdays to build good relationships with each other. Our finance team also attends AI training to learn more AI tools. After the training, I continue to do invoice entry. The challenge I face is understanding the new AI tool called NotebookLM. Therefore, I watch the video tutorial again and practice using NotebookLM by myself.

12 July 2025 (Saturday)

jennylim888 — 2025-07-21 10:47:06 UTC

Weekend Holiday.

13 July 2025 (Sunday)

jennylim888 — 2025-07-21 10:48:31 UTC

Weekend Holiday.

14 July 2025 (Monday)

jennylim888 — 2025-07-21 10:48:55 UTC

Replacement State Public Holiday (Penang): Penang Governor's Birthday.

15 July 2025 (Tuesday)

jennylim888 — 2025-07-21 10:49:24 UTC

Today, I continue invoice entry for local invoices and JIT invoices for VTSB. After that, I do posting and numbering for the completed invoice entry. Then, I update the status of pending JIT VTSB invoices to Buddy. These JIT VTSB documents are still in the JIT store and not received by us. Buddy will give this information to the JIT posting team to make sure they send the documents to us without missing any. The challenge I face is understanding why I need to update the status of pending JIT VTSB invoices. This is because it helps track the invoices until month-end closing. It is to make sure all JIT VTSB documents are collected and invoice entries are finished. If there are any pending invoices in the JIT store or in Finance, we must find the reason and provide a clear explanation.

16 July 2025 (Wednesday)

jennylim888 — 2025-07-21 10:49:50 UTC

Today, I attend the account payable meeting. In the meeting, Buddy suggests an AP 3-way problem tracking system to record and monitor goods received with issues. This includes writing down the type of issue, what actions were taken, and how long it took to fix each case. The goal is to avoid pending invoices without clear reasons, which can delay month-end closing. This tracking system also helps teammates see the progress clearly.

Buddy faces a challenge in the AI automation project because there is not enough support and communication with the Management Information System (MIS) department. MIS asks for more time to improve the OCR feature and fix the current problems. Our AP team will give testing data as requested by the CFO. The data includes the number of OCR failures, number of test rounds, number of sample invoices tested, time taken for testing, and file size of documents used in OCR. This will help MIS understand the problems better and improve the system.

Next time, AP will share efficiency data with the CFO by comparing invoice matching with and without sorting. The Epicor system now auto-sorts by invoice creation date, not by vendor name. This change affects the matching process.

The challenge I face is understanding the AI automation problems and process clearly. What I learn from this meeting is that giving data helps show the problems clearly and makes it easier to talk with other teams. Good teamwork and support are important for this project to work well.

17 July 2025 (Thursday)

jennylim888 — 2025-07-21 10:50:28 UTC

Today, I update the AP 3-way problem tracking sheet. I write down the pending invoices with reasons and the process, such as waiting for invoices, waiting for buyer reply, or waiting for vendor reply. After that, I go with Buddy to collect documents from the warehouse. Back in the office, I start dividing the invoices equally among teammates. This is to help record the time taken for matching with sorting and without sorting, to check if it is more efficient, and to find the percentage of efficiency. Manager and Buddy make a simple table with a formula to record this. The challenge I face is understanding the importance of recording the time for matching with sorting and without sorting. I learn that doing the matching at normal speed is important to make sure the data is correct.

18 July 2025 (Friday)

jennylim888 — 2025-07-21 10:51:10 UTC

Today, I attend the accounts payable meeting after the manager and Buddy meet with the MIS department. The purpose of this meeting is to update the AI process after the discussion with MIS. Buddy shows the OCR testing results completed on 11 July 2025. 70% of the results show error messages. 30% of the results have an error rate of 16.2% in the extracted cells.

The next actions for AP are to collect vendor-specific Delivery Order (D.O.) captions as written in invoices and D.Os, list the type of paper used (for example, A4 or carbon paper), and record the current process to track time saved when sorting and not sorting invoices. AP will also do variance analysis for problem tracking to check the percentage of differences caused by price or quantity issues.

After the meeting, I return all required items to the company because today is my last day. The challenge I face is understanding the current process and the AI automation needs for future work. I learn that giving updates on time and sharing clear information helps avoid confusion, especially during a project.

Supervisor’s Signature:

jennylim888 — 2025-07-21 10:51:21 UTC

Name: Michelle Tan

Position: Finance Manager

Date: 18 July 2025