PMG ASIA PACIFIC PMG Asia Pacific Dbase System

PMG ASIA PACIFIC PMG Asia Pacific Dbase System Training

Dbase System Training Contents ¾ Categories § § § § § The beginning Setup new project Create invoices Revenue, Advance, AP projects Vendor codes Receipts – For Finance Payments Reports For Finance & IT For Finance & Management

The Beginning Account team members are to gather the documents 1. Signed quotation to customers, or 2. Agreements, or 3. Emails correspondences. required as follows: When you have prepared the above documents, you may then start setting up projects in Dbase and create invoices to bill customers. Do note that account team members can only have access to create invoice, in those projects which are handled by them.

Project List To create new project 1. At the “Project” screen, click “New Project” icon to open a new project. To enter the project name, customer, project type, Project number is generated automatically. 2. Please refer to the picture instruction below. Always remember to save project information, so that changes will be updated.

Customer Codes ¾ Confirm with AP and obtain customer codes from AP, so that duplicate customer codes. there will not be any ¾ It is Finance task to add and delete customer codes. ¾ Account team members have to submit an application to Finance, in order to add/delete ¾ You have to include the customer name, code and type of industry in the application. customer code. Application may be done via email.

Project Types ¾ Any adding or deleting of project types will be done by Finance. ¾ Account team members have to submit an application to customer code. Application may be done via email. Finance, in order to add

<<Now you can start to enter the billing activities>> To create new invoice ¾ At the “Projects” menu, select the project which you want to ¾ Go to the section “Revenue information (For account)” ¾ Please refer to picture instruction below. bill.

COMPENSATION & BENEFITS Annual Leave § § § § Company can schedule leave, eg. Shutdown of office during CNY, Business Planning Meeting, slack time etc Cessation of employment Can offset notice period using annual leave? Encashment of unutilized annual leave Dismissal - no compensation Submit leave application Less than 5 days – at least 48 hours before 5 days or more – at least 1 week before ¾ Procedures 1. Email leave application to Team Leader 2. Team Leader reverts status (Reply to: Employee, Cc: Office Manager § § § Urgent Leave Must notify Team Leader immediately Submit leave application within 3 working days

Cont’d ¾ Activity – an invoice may contain 2 or more activities. (therefore the activity may not be billed immediately or an invoice may be created after a few activities have been recorded later) ¾ If there are 2 or more activities, 1. choose the appropriate activity and enter the amount, classified as “Unconfirmed” invoice, 2. must click “More Item” to add the activity, 3. once entered, either click “ ” to confirm, or “ item. it will be put as ” to delete the

Cont’d ¾ Invoice Number – a web page dialog will pop up for you to select the relevant invoice. Alternatively you may select “Create New” to create a new invoice number for the activity. ¾ If billed in the same invoice, you must choose the same invoice number under the “Unconfirmed available invoices” section, when being asked to fill in. <Note: > If it is not AP project If it is AP project create new invoice number create AP project in a list to bill AP.

Cont’d ¾ After confirmed, you must submit the QR to Finance, so as ¾ And you can check in “Invoice” menu to ensure all ¾ Date of invoice will be generated automatically upon ¾ In the “Invoice” menu, you can specify the following range: - Project Number - Customer’s Code - Date of Invoice - Date of Receipt - Date of Fapiao - Invoice Number - Client PO Number - PMG Person to generate 发票. activities are in. confirmation.

COMPENSATION & BENEFITS Maternity Leave ¾ Purpose Family-friendly, new statutory provision w. e. f. 1 st October 04 ¾ Eligibility All married female employees, continuous employ with Company at least 180 days from day of birth of child ¾ Application § Qualifying conditions for government-paid maternity leave § § Child a Singapore citizen at time of birth Born on or after 1 st October 04 Fewer than 4 living children You work with Company for at least 180 days § Mothers of Singapore citizen children enjoy paid maternity leave up to 4 th confinement § 12 weeks

Revenue Upon issuing 发票, Finance will fill in the 发票 date at the “Invoice Information (For Finance)” section. • • Accounting revenue will be recognized at this stage. • You may check at the “Invoice” menu to confirm. • In the “Invoice” menu, you can specify the - Project Number - Date of Fapiao - Customer’s Name - Invoice Number - Date of PO - PMG Person - Date of Invoice - Use Advance - PO Number - Code following range: - Activity

COMPENSATION & BENEFITS Childcare Leave ¾ Purpose Family-friendly, new statutory provision w. e. f. 1 st October 04 ¾ Eligibility § All employees who have served the Company for at least 3 months, with children less than or up to 7 years old § Foreign/single/widowed/divorced/step-parents/parents with legally adopted child ¾ Application § Entitlement § Regardless of number of children, up to 2 days per year, up to child’s 7 th birthday § Based on calendar year § Not conditional § Not transferable, no encashment nor carry forward ¾ Procedures Same as Annual Leave application and cancellation procedure

Advance To create an advance invoice : - ¾ Go to “Project List” and select the relevant project. ¾ At the “Revenue Information” section, choose “Advanced” in the activity column, input the amount, create a new invoice number and click “More Item”. When using advance : ¾ Go to “Project List” and select the relevant project. ¾ At the “Revenue Information” section, input the activity, input the amount, choose the relevant advance invoice number, tick “Use Advance” and click “More Item”. ¾ Confirm the advance invoice at “Revenue” menu.

Cont’d ¾ In the “Advance” menu, you can specify the following range: - Project Number - Invoice Number

AP Projects At the “Project” menu “Revenue Information” section, ¾ Choose AP project instead of “Create New” invoice number. or select existing invoice ¾ Need to select tick for all transactions to be confirmed. ¾ After being confirmed, Finance to select the transactions to be billed in an invoice. ¾ Please see next page for more descriptions.

Cont’d At the “AP” menu, ¾ Select the AP transactions by clicking the select box beside the Invoice No. ¾ Click “Create New Invoice No” icnon. ¾ You will notice that there is an invoice number assigned to the AP project. ¾ You may then export the results to Excel spreadsheet.

Vendor Codes ¾ It is Finance task to add and delete vendor codes. ¾ Account team members have to submit an application to vendor code. Application may be done via email. Finance, in order to add/delete ¾ Please include name of the vendor and the type of industry in the application.

For Finance - Receipts This function is performed only by Finance. When Finance has received the payment advice from our the updating accordingly. • Once completed, the invoice will appear in the “Amount • • customers, they will do Received” report. Steps : - Go to “Reports” menu. - Click on the “Amount Outstanding” report. - Click on the project number, in which the invoice number stated in the customer payment advice corresponds to. - In the project list, go to the section “Invoice Information (For Finance)”. - Fill in the date of receipt.

Payments ¾ Go to “Payment Application” menu. ¾ There are 3 types of payment formats. - Specialist Form : payments by vendors. - Events Form : payments by projects. - Ad-hoc Form ¾ Please refer below for picture instructions.

COMPENSATION & BENEFITS Transport Claim ¾ Eligibility All employees ¾ Definition of Business Travel § § § Appointment with clients/suppliers/vendors Travel to and fro airport Delivery of goods to clients, events set-up Purchase of props/materials for projects Training Travel after 8 p. m. ¾ Application § Through Cab. Charge card. Otherwise claim by original receipt § Full reimbursement if meet criteria, subject to approval ¾ Procedures 1. 2. Cab. Charge card to cab driver – no payment required. Or request for receipt – pay upfront Submit receipt to Mgt Team for approval

Specialist Form ¾ Eligibility All employees ¾ Definition Referral – employee who makes the candidate recommendation Referred new employee – employee who is being recommended the job ¾ Application § Conditions: 1. 2. 3. Referred new employee must complete at least 6 months’ continuous service Written documentation for recommendation: § Referral’s name on pg 3 of Employment Application form; or § soft copy of resume sent by Referral to HR; or § Referred new employee mentions Referral’s name if send resume to HR directly For full-time and/or minimum 1 -year contract positions only

Events & Ad-hoc Forms ¾ Select the project number. ¾ Fill in descriptions & bank details. ¾ Select payee. ¾ Select activity. ¾ Fill in cost and corresponding revenue. ¾ Fill in date of payment and any comments. ¾ Click “More Items” button to effect the transaction. ¾ Click “Save Applications” to effect the changes. ¾ Print the payment application to submit to Finance & GM for approval. ¾ Finance to confirm the application after checking.

Cont’d ¾ No deletion is allowed after the application has been confirmed. ¾ If deletion is inevitable, applicant has to submit a delete application to Finance, and Finance will inform IT upon approval. ********************** Confirm your transactions have been recorded, by going to “Payment Application” menu to check.

Statistics Reports 1) Reports on revenue a) Fapiao & PO/Quotation report - you can extract reports based on fapiao dates or PO/quotation dates. - you can also extract reports if there is no fapiao dates or PO/quotation dates, by clicking on the icon “No Fapiao” or “No PO”. - click on the “Export to Excel” if you would like to Excel spreadsheet format. report in

Cont’d b) Monthly Rev Report (this is the report for Manhaw) - you may extract invoices on a monthly basis. - the invoices are those which have issued fapiao. - click on the “Export to Excel” if you would like to report in Excel spreadsheet format.

Cont’d ¾ 2) Receipt Reports a) Amount Received - you may extract invoices based on date of - you can specify the requirement range to extract the report. - click on the “Export to Excel” if you would like in Excel spreadsheet format. b) Amount Outstanding - extract report for those invoices which are still outstanding. - you can specify the requirement range to extract the report. - click on the “Export to Excel” if you would like in Excel spreadsheet format. receipt. to report

Cont’d ¾ 3) Project Reports a) Revenue/Cost of Sales/Margin - show all the invoices revenues, cost of sales and numbers and percentages. - you can specify the requirement range to extract - click on the “Export to Excel” if you would like to Excel spreadsheet format. b) Open projects - show all projects which are not closed. - click on the “Export to Excel” if you would like to Excel spreadsheet format. margins in the report in

Cont’d ¾ 4) Payment Reports stated. a) Payment by Activity - show all activities which fall within the period - click on the “Export to Excel” if you would like to report in Excel spreadsheet format. stated. b) Payment by Vendor - show all activities which fall within the period - click on the “Export to Excel” if you would like to report in Excel spreadsheet format

Cont’d ¾ 5) Other Reports stated. a) Gross profit margin by activity - show all activities which fall within the period - click on the “Export to Excel” if you would like to report in Excel spreadsheet format

For Finance & IT - Configurations • • • 1. Project Type Team members will inform Finance to add or delete project type. After approval, Finance will inform IT to make the changes. For addition, IT may import from an Excel template to import into dbase. 2. Customer Information • You may query by “Customer Name”, “Customer Code”, “Comments”. “Customer Category” &

Cont’d The report may be exported to Excel spreadsheet and print it out. To create new or delete, team members have to inform Finance, who in turn approved the application and inform IT. • • For creation of new customer accounts, IT may either create manually or import template. • • 3) Activity Team members will inform Finance to add or delete activity. After approval, Finance will inform IT to make the changes. For addition, IT may import from an Excel template to import into dbase.

Cont’d • • • 4) Vendor Information Team members will inform Finance to add or delete vendor information. After approval, Finance will inform IT to make the changes. For addition, IT may import from an Excel template to import into dbase.

For Finance – Closing of Projects ¾ To begin, the account team members must check and submit an application (email is accepted) for team leader’s approval. ¾ The approved application must be submitted to Finance. ¾ This function can only be performed by Finance. • • • Steps: Go to “Projects” menu. Click on the project number. Click on the “Close this Project” icon.

For Finance & Management OR 1) Closed projects Check at “Reports” menu. The closed projects will not appear in the “Open You may check at “Projects” menu, and the status of shown “Closed”. 2) 45 days outstanding Check at “Reports” menu. “Amount Outstanding” report and specify the date Projects” report. the project will be required.

Cont’d 3) Negative gross profit Go to “Reports” menu. Click the “Invoice/Cost of Sale/Margin” report. Click the “Negative Gross Profit”, it will show all which have a negative gross profit. Do note that it will not show a negative gross profit projects do not have revenue. those projects margin, if the

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