Huang
Hsiao-Ping Major Work Achievements(2/2)
Big amount of bad debt in the
company: There are many companies or organization don’t
understand why accounts receivables collection follow-up is the work responsibility
of sales department, this blog hopes you will understand it in this description 👉👉👉Because, it is
the sales department or the
service department giving the
products or services to the customers, and their work purpose is to exchange the money from the customers to
your companies, the one who gives the products as an exchange for money
is the sales department, therefore, the sales department moves the products out of the companies so they need to move in the
money to the company, in general, this kind of moving out and moving in needs
to be conducted by the same department, however, once the products have been
moved out and it cannot move in the money, it is the problem of sales
department’s work performance, it must need finance department or legal
department to support them to solve the accounts receivables collecting’s
problems.
When I was dealing with this kind of accounts receivables collection
issues, I implemented some of the basic
work duties of a finance and accounting head, I hope people work in the same
role are able to do it because they are the basic work responsivities:
i. Proactively face to face
tracking your general manager’s
feedback and their attitude for those overdue accounts receivables and
ask what kind of assistant they need from you and do it accordingly.
ii. In doing i., you must report to your general manager about the impact on
the cash flow of your company caused from those overdue accounts receivables; prepare forecasted cash flow chart (=Fund Income and
Expenditure Forecast Table), to earlier know the risk of cash shortage of your
company for doing earlier planning for required work action. If you don’t do this kind of fundamental job but quit the job when
there is fund shortage of this company, please do not tell your colleague or
complain it is because your general manager’s harboring the sales department’s
procrastinating those receivables’ collecting causing the fund shortage,
because, in fact, it is you don’t know it needs your using the forecasted cash
flow chart as a tool to manage the cash flow. 👈Overdue accounts receivables have no good to
your general manager’s work performance, right?!
Companies, please let people know: Regarding the forecasted cash flow
chart, how you measure its effectiveness?! Hence, how long the forecasted period
of this forecasted cash flow chart you want your cash management department and
your subsidiaries to prepare for?! What I want to know from you is that in your
company /Group, the function of the forecasted cash flow chart is to show the
situation that everyone has a chart to prepare or the requested chart is a
way to show the requester’s work profession or you really think this
chart is helpful?! Is the way you are doing it is a
waste of someone’s time and you accordingly need to hire an additional work
clerk to prepare the chart?! Do you need to spend some money to implement an additional
system to do it?! Therefore, what are those terms for forecasting you need to
input in it?! Departments or companies who are able to define the terms for
forecasting are able to request for or guide everyone to prepare this chart?! Have your companies confirmed those terms
for cash flow forecasting?! Please consider this situation as a reference.
iii. Follow your company’s customers’ credit management mechanism, once there
is overdue accounts receivables, you need to freeze the shipment of customer
A’s sales order immediately or at the right timing without any fear, because
you are realizing your employment contract and the work obligation of it; if your general manager blames on you
because of your action you’ve taken, this blog suggests you to ask for your
general manager’s update the customers credit management mechanism or ask for
their written approval for the shipment. You can ask for your general
manager’s approval in advance when
the overdue accounts receivable occurs or confirm their opinion on shipping to
A again.
iv. If above overdue accounts receivable of iii is caused from your group affiliate
firm B, you must also follow the customers’ credit management policy and the
work mechanism for the overdue accounts and the shipment, because, all the company’s
management policies need to be conducted for being the management policies.
The cash flow or the survival of the
company you work for is the first priority.
v. If customer A of above iii doesn’t want to pay and causes the overdue
accounts receivable, and A complains that it is because there is quality issue
in your products, at the same time, your products were provided by your Group
affiliate B /only B is responsible for these products supplying and
maintenance, what you will do?! 👉👉👉The question is the answer:
a. Do those products shipped to customer A already need to be returned to
your company?!
Freeze the shipment if there is no sales return
of those products, do you agree?!
b. In question a., it is sales department and product department’s problem,
please proactively tell these two department to deal with the problems
immediately and report to your general manager at the same time or to those in
higher work position.
c. If you work as the contact window for your Group, please follow the
reporting line of the company you work for and of the Group, firstly report to
your general manager in advance and let the general manager know you will later
report to those of higher work level of your reporting line and report it based
on the normal procedure, because, it is an issue of your Group products quality
affecting the reputation and accounts
receivables.
d. Please let people know how your country recognize bad debt expense on tax regulation?! Once bad debt
happens, regardless of the hidden fraud, you request for tax recognized
document provided by the other party based on tax related law in order to
support your bad debt expense recognition, I believe there are at least two kinds of outcome
you may encounter : (1)Your accounts receivables payer would like to provide
the documents which comply with the tax regulation👈The documents only can be provided based on truth
(2)The payer is not able to provide this kind of document because they know
they have no appropriate reason of not paying you for those receivables, so,
all they can do is to pay you the receivables.
vi. If the sales department of your company is always busy in visiting
customers but failed to increase the sales performance, in this situation, you
not only need to talk to your general manager about the business situation but,
if you are interested in investigating, you can check those sales representatives’ daily customers
visit report👈In
my work experience, I found, within a week, there were two different sales
representative visiting the same customer and there was none sales achievement
from it, it showed those sales representatives were not in the office but the
facts showed they were, the taxi fees receipts of different dates seemed
extremely the same, and there were also the same license plate number and the
use of copied receipts issues.👈Please talk to your general manager and the sales department
head before you make decision on what to do next, however, if the overall
situation of the company you work for shows lots of abnormal thing, please
consider whether it is a healthy work environment deserving your investing time
for your career development, or, it is just an one-time exception?! How many
exceptional cases you need to deal with in a month?! If there are too many
exceptional cases, it means there are daily exceptions, so it is not healthy.
What do you think?!
Government departments
investigation cases: This case
resulted from the government department didn’t provide any official letter but
wanted the company I worked for to provide some kind of employees information,
and because of my company is always
in the attitude of respecting public officials, the company always follows the
laws, in this case, the company forgot to request for the official
letter issued from the government but has invested too much time in figuring
out the main problem of this investigated point and the major issues, I was the
person to ask for the official letter and this reduced all the work burden we
felt from this case; therefore, this blog hope could ask readers the following
questions and suggests you to make your answers as your internal management
policies, you may only need to establish a list for your dealing with those
topics if needed, it is: CheckList of
External Parties Access Request👈It is based on business confidentiality or information protection purpose,
and, all the work departments of your company should establish the requirements
to control the rights of access of other departments and even the rights of
their own team members, for example: There is an entry level accounting clerk want to see the cost accounting information, so
they need to get the Accounting Manager’s
approval first before accessing it, Internal
Auditors must obtain the approval from Chief Auditor and also the Head of Human Resources first in order to review salary record, thus, those
external parties, such as the government department hope could review your
company’s contracts with others, your customers
request for your shipment record of their sales order or your suppliers need your payment
records to them…etc., they must give you a kind of [official document]
representative for their [formal request] and as who they are, do you agree?! Once those
external parties have provided the documents, do your internal managers need to approve the request again?! Or your frontline work staffs are allowed to provide those requested
information once they receive the letter from the government?!.....Those words in green, right?! Or, it may differ from
your on-site service nature? (Telecommunications bills or similar)
The following questions asked
are based on assuming you as 1 department:
i. Please summarize all the documents and data of your department in a
list; how you would like to categorize those information and define them as a
kind of open for review or not (management policies), what kind of work level
person is allowed to request for review and what work level manager can be
their approver for their request?!
ii. How
many approvers or departments the requester need to
obtain their approval for the document access request?! And, what if the
requester is an external party?!
For example: An unique recipe passed down from your ancestors.
iii. In i., which kinds of documents or information can be defined as only
for OOO, OOO reviewers?! Is it more convenient if you define it in this way?!
iv. Regarding those records your information being accessed, you need to
keep the record on those documents or to create a particular file for it?!
v. In all of above, what you would like to do for those documents can’t be disclosed but
shown because of above i?! For example: The confidential
research and development information. 👈👈In the overall situation of your company,
what kind of lists need to become a file for [all of your employees to request
for read], and what are those for limited reviewers or departments?!
Please try to answer this
question: Because this person if the member of our Board of Directors, their
work level is high enough, so, once this person fills up the request form, your
company can provide this person the information they want?! 👈Yes or No?
vi. How often your company needs to update this list?! In the establishment
or update work procedure, does it need to obtain someone’s approval to make it
a work procedure completion?!
Please take above situation for reference.
-
Reliable and high integrity: I described myself as this kind of person in my resume; in fact, as you
have already known, a potential employer or anyone cannot know the other person
is reliable or high integrity or not, hence, when I was building up articles in
this blog in year 2023~2024, I once gave myself a suggestion👉If I need to hire
someone, I will ask the job seekers: Please describe/have you ever done the
following things, if not, how I can believe you?! If you did, how you see
yourself now?! Do you want to do something for those things you have done
before?!
i. Bullied others or intentionally make others being laid off.
ii. Created fake work records or fake accounting records.
iii. Fraud.
If I were the job seeker, I will share the situation I’ve been bullied,
how I detected the fake accounting records and fraud, and explain those
situation have made my past career path difficult, it is majorly because I
don’t participate in the fraud; if people have done above 3 kind of behavior,
there may be eye flickering of them or short blinking, it is a natural body
reaction when being asked this kind of questions;👈Would you like to try to ask or answer this
question?!
It is the same that the job seekers or employees can ask the companies
whether there is an independent
report or complaint channel once you encounter this kind of situation.
Please take it for consideration.
3.Passed Professional Exams: International Project Management Professionals,
International Certified Internal Auditor.👈In other articles I’ve created in this blog, I’ve
mentioned that these two kinds of professional knowledge are complementary to
each other, I suggest you to study both of them or attend both of the exams.
I hope this Major
Work Achievements Introduction is helpful to you; if you feel some of above
situation are not real, however, please
believe they are achievable or they may happen, therefore, how you will react accordingly?!👈This blog is not
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Wishing
you good health, peace
and safety and happiness, and
abundance.
