APPENDIX A

SCOPE OF WORKS – ACCOUNTS EXECUTIVE

You are required to discharge the usual duties of the office to which you are appointed and any other suitable duties
at any point which you may be called upon to perform. Such duties include the following :-

Receipt of Payments and Bank-In Procedures

1. Objectives

1.1 All receipts are properly recorded

1.2 All remittance received are properly safeguarded and deposited promptly.
1.3 Funds cannot be misused.
1.4 Internal control to recording of receipts, safeguarding and banking-in.

2. Base Documents

Description Distribution Purpose

2.1 Pre-numbered Official Receipt Books To control payments from residents / tenants

1st Copy (White) Book Copy Reference/Audit

2nd Copy(Green) Credit Control Dept To update debtor’s a/c
3rd Copy(Blue) Customer’s Copy To acknowledge receipt

2.2 Batching Form

Batching Form (1st Copy) HQ– AC & Credit Control Summary of Collection
Batching Form (2nd Copy) Site Office Reference

2.3 Bank-in-Slip For Banking Purpose

1st Copy Bank For their official use
2nd Copy HQ – AC & Credit Control Proof of Banking-In

General Guidelines

Collection of Payment

1. The staff responsible for collection of payment is to: -

a) check debtors ageing report

b) update payments received in the debtor’s ageing report; i.e. date and amount received by cash and cheque.

c) If payment is made by cheque’ staff are to ensure that :-

i. the cheque is dated correctly ( No receipts are to be issued for post dated cheques, it should handed over to
credit control department at HQ)
ii. made payable to the correct client’s account name.
iii. amount in words and figure are to be tally.
iv. that the cheque has been duly signed.

d) there should not be any alteration on the official receipt. Official receipts with any alteration should be duly
cancelled and replaced.

e) do not detach any copies of cancelled receipt. All 3 copies of the cancelled official receipt must be intact.

f) batching form must be prepared by the staff responsible for collection by the end of each working day.

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g) batching form, official receipt books together with the collection for the day must be handed over to the
immediate superior in charge of the site by the end of each working day.

Verification by Immediate Superior

2. The designated person in charge of the site; i.e. Building Manager/ Building Executive or Building Supervisor is
to check and verify the batching form by the end of each day :-

a) check the batching form against the official receipts issued and ensure that
 the official receipts numbers are in sequence.
 initial on the 1st and 2nd copy of the official receipt.
 detach the 2nd copy and attach to the batching form.
 for cancelled receipts attached 2nd and 3rd copy with the batching form
 tally the cash in hand and cheques against receipts issued.

Safeguarding of Collection and Banking-In

a) It’s the responsibility of the person in charge of the site to:-

 safeguard the cash and cheques prior to banking-in.

 ensure that all banking-in is done early on the following working day.
 check the computer print on the bank in slip after banking has been done.
 ensure that the batching form is submitted together with the bank in slip to the Credit Control Department on a
timely basis.

Note : -

 Cash and cheques can be deposited after banking hours as all banks are now equipped with deposit machine.
Therefore all effort should be made to minimize the amount of cash kept in the office safe deposit box during
weekends and extended holidays.
 The person in charge of the site must contact his immediate superior or call the Head Office for further
instruction/assistance if the staff is unable to do banking-in as stated above.

PAYMENT SYSTEM

Objectives

1.1 All payments made are properly supported by the relevant supporting documents and based on goods and/or
services received by the respective projects.

1.2 All payments are duly authorized by the relevant parties concerned.

1.3 All payments are properly accounted for in the accounting records of the respective projects.

1.4 All payments are made on a timely basis, as to avoid late payment interest.

Base documents

Description Distribution Purpose

Payment Voucher To support cheque payments

1st Copy Supplier/Vendor To act as remittance advice

2nd Copy Accounts File copy/to update accounting records.

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Monthly Utility Payments

1. The person in charge of the site (Building Manager, Building Executive or Building Supervisor) must ensure that
electricity, water, sewerage and telephone bills are received on the due dates, duly verified and sent to the head office
for timely payments as to avoid any disruption of services and to avoid unnecessary penalty or reconnection fees.

2. Accounts Executive/Assistant must ensure that they receive all utility bills on a timely basis. Person in charge of
the site and the Finance Manager must be notified if they did not receive the bills in time. It’s the responsibility of
the person in charge of the site to obtain the relevant duplicate copies of the bills from the service providers to
facilitate timely payments.

3. In the event of any disputes on the billings, the person in charge of the site must ensure that they obtain the
approval of the relevant parties (i.e. General Managers, MC, JMB or the Developer) to pay the bills first and to
follow up with the disputes later.

Contractual Payments

1. Accounts Executive / Assistant must ensure that bills/invoices have been duly verified and approved by the
relevant parties before any payments are made.

2. Accounts Executive/ Assistant must follow up with the person in charge of the site if invoices are not received on
a timely basis.

Non Contractual Payments/ Material Purchased

1. Accounts Executive/ Assistant must ensure that the payment vouchers are adequately supported with the following
documents :-
 Quotations
 Requisition Order duly authorized
 Purchase Order duly approved
 Delivery Order duly acknowledged by the respective site
 Supplier’s Invoice / Debit Note

General Guidelines

1. Accounts Executive / Assistant must ensure : -

 payments are minimized to twice a month.
 there is sufficient funds in the bank before any cheques are issued.
 payments can only be made on original invoices/debit notes/purchases order, delivery order
 that payments issued must correspond with the invoices/ debit notes (i.e. name and amount)
 upon issuance of cheques, all supporting documents must be stamped PAID to avoid any repetition of payment.
 payments voucher is duly signed by the person who issues the cheques.
 payment voucher is duly verified by the Finance Manager.
 payments vouchers are duly approved by the parties concerned (JMB, MC, Developers or KJ’s Director)
 Signed cheques must be returned to our Head Office for recording and distribution.
 No cheques are to be distributed from the Site Office unless with the consent/approval from the
JMB/MC/Developer.

Collection and refund procedures for :-

1. Renovation Deposit

2. Facilities Booking Deposit

3. Moving In/Out Deposit

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Objectives

1. All deposits are properly safeguarded and deposited promptly.

2. Funds cannot be misused.

3. Internal control for recording deposit received, safeguarding and banking-in.

General Guidelines

1. Renovation, Facilities Booking and moving in/out form must be duly completed.

2. All deposits collected must be bank-in.

3. In cases of minor renovation works/ moving in/out (not exceeding 3 days from the such application is made), the
Building Manager may keep the deposit at the Site Office and refund must be done within 3 days. Advance
notice must be given to residents that their deposit will be banked-in if they fail to collect it with the stipulated
time.

4. For refund of deposit, a copy of the application form with details of deposit collected i.e date, amount and official
receipt no is to be submitted to the accounts department for processing.

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