Documentations

Appointment Letter

Thank You Letter

Reference Letter

Company Evaluation Form

My Future Plan

After my internship, I have experienced the importance of accounting work in trading industry. I feel grateful that most of my expectations are fulfilled. I managed to handle a lot of challenging works within these three month internship.  At first, I would be curious to know what reason Mr Victor is willing to offer me multiple works and jobs since I am just an intern.  He told me that everyone should access to opportunities is equal no matter you are intern or employee.  In addition, I have shown and proven great enthusiasm for those projects, Mr Victor offered these chances to improve my work from time to time by giving feedback. Besides, working with teammates assists me to improve collaboration skill. Although we come from diverse backgrounds and education, our thoughts and aims are the same which allow us to work well with each other. Moreover, I am satisfied on the experience that I had met with various experts. I did liaise with them in order to build up my confidence.

As mentioned before, Mr Victor recommends me into the permanent employment since my work attitude and performance is proven. I am feeling deep pleasure of the job offer. However, I do not wish to limit myself in either specific field or industry, I hope my future plan is to attempt in diverse industries such as audit firm or bank. In order to achieve the goal, I will do my best in completing my degree course with flying colours so that I have strong base to face future challenges. Moreover, I will approach to an accounting qualification such as ACCA or CPA within three years time to polish my resume. Last but not least, besides the practical experiences I gained, I will improve my computing skill. To become a professional in accounting area, understanding on how to present the works using computer will bring advantages to future careers.

My Reflection -- Last Day of Internship

On 20^th March 2015, my internship had come to the end. However, there are two projects I do not manage to complete which are renewing the chart of account in the upgraded accounting software and completing the internal audit reports. Luckily, Chai Ling had involved in these two projects, I believe she can accomplish them if she is guided on her mistakes.

As Mr Victor will be going to Singapore at noon, I have a quick meeting with him to discuss who will be selected as the next AFI leader. After careful consideration, Chai Ling is appointed to be new leader. Subsequently, Mr Victor passes me the copy of the company evaluation form and reference letter. After a quick skim on it, I would say I achieve quite good evaluation for my performance as he ticks on the “outstanding” and “very good” column. Then, he tries to ask about my future plan as he offers me to be a permanent staff. However, I did not accept the offer yet because I have not decided my future career. I am deeply grateful and appreciate that he gives a great opportunity and professional environment to me.

Throughout the past three months of internship, it was a memorable moment for me to work in VG companies. The experience, the joyfulness and the friendship in this company will never be replaced in that secondary. What I had done, learnt and experienced, I do believe will polish me up become an outstanding employee in future career.

Group Photo With Colleagues!

A Memorable OT (Overtime) Night!

Best Partner (Chai Ling) in VG Companies!

A Farewell Dinner For All Taylorians!!

My Reflection -- Week 11 & 12

Within one more month, my internship is coming to an end. However, I was assigned few important tasks to complete.

Firstly, Ms Gillian, head of Human Resource & Administration, appointed me as the person in charge to modify the details of the petty cash claims procedure. As company has a lot of interns in different departments, they may not understand on how to claim their petty cash. Therefore, I have the responsibility to clarify it immediately. Since I have the basic accounting knowledge, it is not difficult to track all the previous transactions into the new petty cash claim book.

I am preparing 2014 files for doing internal audit

The prepared files have to keep in boxes

Moreover, Chai Ling and I were selected to get involved in the internal audit preparations. To be honest, I know nothing about being an internal auditor. Sooner, we were asked to have a meeting with Mr Victor in order to have necessary guidance to proceed. The core objective of the meeting is to learn how to work out a high quality of financial statement for each company.  He asked us write down all the important notes and do not hesitate to ask questions if we unsure. With the assist of Mr Victor, I have learnt how to be a great internal auditor. Internal auditing is an independent and consulting activity to improve the company’s operations. While preparing the financial statements, we can provide an independent viewpoint and advice on the areas for improvement. Lastly, all the prepared financial statements will be presented to managing director, Mr Victor as he wants to review the reports in order to evaluate and improve the effectiveness of governance, risk management and control processes. According to the KPIs, the dateline of the preparation is set by start of April. Well, I understand that it is impossible for me to engage in the activity until the moment we submit reports to audit firm, but I will try my best to do them as much as I can and sometimes I spend more overtime hours on the job.

My Reflection -- Week 9 & 10

Basically what I did for these two weeks was to continue the previous GST preparations such as upgrading the accounting software and preparing a chart of account.

In term of upgrading accounting software, Mr Victor made a decision of choosing QnE accounting software be our company’s accounting software system in the next few years. Then, I start to contact with the person in charge of the accounting software in order to make deal with them. Before the agreement was made, I continue the research on the software in order to find more information.  However, I face problems when dealing with Mr Zen Choo, salesman of the accounting software. As this period is the peak season for each company to upgrade their accounting software with GST compliance, Mr Zen Choo might not able to upgrade the software promptly with clear time limits. Therefore, we are passed to another dealer, Mr Darren to handle our case. Sooner, the accounting software has been upgraded and we could implement the next steps.

Then, Chai Ling and I were composing a new chart of account in order to make an amendment to the existing chart of account. I have begun to realize the importance of teamwork in workplace as it is difficult to gather all the information individually among nine companies. We distributed the nine companies into two categories and then each of us handles one part of it. At the end, we were just use up two working days to complete this challenging task. Throughout this task, it enhances our relationship of each others. I found that in a team, we must cooperative and convey the correct information to each other in order to complete the task efficiently.

My Reflection -- Week 7 & 8

According to the announcement of Malaysia’s Finance Minister in Budget 2014, the upcoming Goods and Services Tax (GST) will take effect from 1^st April 2015 at the rate of 6%. Thus, Mr Victor adopts some course of actions to ensure company in compliance with GST standards. I was lucky enough that I have the valuable opportunity to engage in the GST preparations.

Firstly, I list all the pros and cons between QnE accounting software and MYOB software includes their functions and prices as Mr Victor plans to upgrade the old version accounting software or buy a new one. He will pick the most appropriate one which is suitable for the existing company’s situation. Throughout the preparations, I realise that it is not an easy task. I take a long time to summarise all the main point about MYOB software as I am not familiar with it. Luckily in the end, I am able to report punctually to Mr Victor before the dateline.

The scenario of the GST Seminar

Besides, Rakuten Malaysia Sdn Bhd held a GST seminar in their office. I was delegated as representative to attend the whole day seminar. Fortunately, I have a basic understanding about GST since I have completed a related assignment last semester. To recall my memories from the past, I search the internet for information and go through the assignment I did before I attend the talks.Throughout the seminar, I have learnt something new. Firstly, it reinforces my idea and knowledge about GST. I have a better picture on what GST is, how it functions and how it affects business especially those doing online businesses. Secondly, I am able to meet up with different experts from different companies. In real business world, no one knows who you are until you introduce yourself; therefore we must treat ourselves as a real employee to show up the professional way in front of others.

My Reflection -- Week 5 & 6

Like I mentioned previously, we had only two interns handling works in the AFI department. Sooner, Grace was leaving from the start of January. In spite of it, I tried my best to contribute more with my skill as I want to show my capability on the job in order to add value in company. Overall, I am satisfied my performance for pass few weeks and finally my contribution is paid off. Hooray! I have been promoted as AFI department’s team leader due to my commitment. There were two new interns, Warren and Chai Ling, coming in and I was appointed to lead them by providing the related accounting skill and knowledge.

As a team leader, I organised the Key Performance Indicator sheet (KPIs) to evaluate the particular activity in which it engages. In terms of formulating KPIs, I stated clearly what the current organisational objectives are, who handle the activities and also how the plan on achieving them. Even if one of the team members is absent on a particular day, the others are possible to proceed against the following task without delay. Therefore, KPIs not only help me to improve a better understanding of the business processes, but also provide the chance for me and teammate to support and assist each other works since the information are shared.

Being a team leader force me to analyze my own strengths and weaknesses. The quality that I perform in team is being optimistic. I believe a positive attitude leads to a positive outcome to a company and I have proved the statement is true. I always encourage and motivate my team members to work hard in order to maintain a good working environment and then achieve positive results. I also would like to help them by sharing my opinion and finding the solution to problems. For example, Warren faced the problem in tracing back the previous transaction from computer file, I taught him to search it through the QnE accounting software in order to continue the proceeding. Lastly, we accomplished the task efficiently and were praised by our supervisor, Mr Victor due to our efforts.

In contrast, lack of communication skill is the weakness of mine to be a great leader. In order to be a true and successful leader, I always share my thoughts with team members. It enhances my eloquence and build up my confidence as I would learn to give my own opinions to others. In long run, it helps my team working on the right directions and value add to company at the same time.

My Reflection -- Week 3 & 4

It is an undeniable fact that these two weeks are tough on work but it broadens my horizon which allows me to engage in different types of tasks and also modify the way I think to fit the career.

As mentioned before, every 7^th of the month, payment schedule is needed to be prepared in order to distribute employees’ salaries and making payment for employees’ share of contribution such as EPF and SOSOC.  After having a quick breakfast, I rush to office for checking documentations if there is something that has been left out or excluded. I was lucky that I did double checking the prepared documents as there is a cheque has not been get approval from Mr Victor. Assuming the cheque is sent directly to employees, it will be stopped by the bank and may also incur in penalty.  After this incident, I have learnt about we must be very alert and pay fully attention to details on work as an account intern like me. Since everything is related with money, a slightly mistake on the procedures of preparations might bring up a big loss to the company. Thus, in order to improve the trait, the thing that I have to do is paying attention to things around and gradually begin dwelling upon areas of work.

Based on the learning of the module in last semester, I learnt on how manage the late payment of debtors to ensure the creditors remain a collectible assets. It’s surprising me because I was given the chance to apply this theoretical skill be practice.  I was assigned a task in collecting the debts with non-paying customers. Firstly, I have to find out the debtor list through QnE accounting software and then try to make a phone call in order to chase overdue payment. Well, I know I am not good at communicate; I believe it is the best time for me to enhance my communication and negotiation skill. With the first time calling, I know I did something wrong as I did not conduct a professional way with debtors. Fortunately, I have great colleagues who always assist and support me. Mr Tan, managing director of Bizaid Technologies Sdn Bhd, taught me the skill when liaising with debtors. Through few time experiences, I enable to complete the mission and collect around RM 6,000 of debts successfully.

Within these two weeks, the opportunity and guidance provided have transformed me to a great communicator where I enable to liase with supervisor, colleagues, debtors and creditors. Indeed, I do believe the skill developed will be helpful and contributes significantly in my future endorsement.

Overall, I am satisfied with my own performance in VG Companies for pass few weeks, It’s seeing that every situation is an opportunity for learning and developing my value. I do believe I can grow well over the period of internship.

My Reflection -- Week 1 & 2

No doubt, in these two weeks times, I was trying hard to adapt the office working culture and have learnt all aspects of accounting work with Grace before her leaving.

Messy table when working

The first official task that I have been given was recording the daily sales of retail outlets, namely Asian Secrets Sdn Bhd and Fine Batik Sdn Bhd.  For your information, company’s outlet sales are conducted by cash, debit card or credit card. Those payment transactions will be listed down on a slip which is called Z-report. Firstly, I need to be attentive to check the figures on Z-report if it matches with the original transaction slips. Then, Grace guides me on how to record the sales amount into different folders based on the payment transactions methods. For example, Fine Batik Sdn Bhd has two bank accounts which are CIMB Bank and AmBank respectively in order to save the revenue of retail outlets. Whenever customers made payment by cash, the figures need to be recorded in the CIMB Bank file whereas AmBank folder is used to write down the transaction when those buying products using credit or debit card. In order to complete whole process, it needs to complete four steps which are bank in verification, bank records, weekly sales records and issuing cash sales voucher. It actually is not difficult to understand the whole procedures, but it is probably I have not familiar with the task yet, so I take longer time to complete it. I believe all things are difficult before they become easy. Therefore, I believe I can do the job more efficiently once I fully understand its operations.

I am preparing payment schedule

Besides the daily sales records, cash flow management is the most challenging task that I found within first two weeks.  As an AFI member, I need to prepare a statement which is called payment schedule in order to understand clearly how the monetary transaction of each company has occurred for making payments. The payment schedule is needed to be ready twice in a month which is by 7^th and 21^st of the month. For the date of 7^th, it is mainly involved the regular salary payment and employees’ share of contribution such as EPF and SOSOC while the latter date includes the payment for utilities and also suppliers or vendors. I was responsible to plug in the figures on the payment schedule after ensuring the invoice received has been matched with company’s purchase order or receiving report and then issue payment voucher as well as prepare cheque. I was told that all the transaction must be stated clearly on the payment schedule and send to Mr Victor to review it one week in advance before the dateline as he wants to understand how was the cash flow in every company, to check if money saved in every company’s bank accounts could afford the monthly payment. However, I face problem in preparing the payment schedule for January. I do not know what action I can take in the situation where my department has not received invoices from Telekom yet even if it is a compulsory monthly payment. It makes me panic as it may cut off the line of company if passed the due date. With the help of Grace, my problem is solved! She explained to me that this situation happens as dateline is probably not around and we can also make a phone call to their office in order to confirm the amount and due date.

Cheque Books of Various Companies

As I mentioned before, one of my expectations during my internship is to have the chance of exposing into multiple experiences.  Within these two weeks, I really gained a lot of knowledge of involving the accounting tasks especially preparing the payment schedule.  For example, I was able to issue the payment voucher using the QnE accounting software and have a chance to print cheque using cheque writer machine in order to eliminate of human errors. These kinds of things amaze me as I never have such experiences before. It gave me a strong sense of accomplishment what I have achieved and work for. In fact, it sharps my technical skill towards the future career.

The key learning I have explored during placement in company is we must be pro-active and willing to take responsible to learn all aspects of work. From my point of view, note taking is one of the characteristics showing he or she is committed to work. As I did not have a photographic memory, I spent much more effort to write down all the steps and details that I have learnt within these two weeks to remind me all the steps. Moreover, nothing can faster than keep repeatedly asking how something works. Since I was assigned a mentor to teach me all the tasks, I took this advantage of opportunities to ask all the doubts I faced. I believe such behaviour will lead me to work upon to become successful.