Minutes
China Capability Centre – MCHM Finance Team
Date/Time
8th July 2025, 10:00am
Location
Meeting Room 2, and Online – Ms Team
Chairperson
Annie Cheung
Attendees
China - Shi, Amy (Senior Finance Manager)
China - Kang, Shuzhe (Finance Control & Accounting Manager)
Hong Kong - Lau, Cheuk Ming (Finance Director)
Hong Kong - Fan, Cheuk Wing (Manager - Credit Control and Collection)
Hong Kong - Lam, Man Ling Carrie (Accounting Manager – GL)
Hong Kong - Chiang, Cindy (Accounting Manager – AP)
Hong Kong - Ng, Vicky (Secretary)
Macau - Lok, Mona Mei Fong (Finance Manager)
Asia - Wu, Eric (Senior Manager, FP&A)
Apologies
N/A
Guests
N/A
Project Progress Updates
Progress Status
Number of Projects
Not Started
5
In Progress
3
Completed
0
On Hold
3
Awaiting review
2
DISCUSSION POINTS
Priority Item
Description
Status
Action Person
Due Date
2
Subcontractors' invoices Online Approval Workflow
Email Content:Cindy has shared the templates of the Email which will be sent to the Sub-Contractor.
Mona suggested adding “Unit Cost” and “Qty” into the email.
Agreed: Only "Qty" will be included due to email layout limitations.
Workflow Process:
Once JDE payment certification is approved, AI will send the Email to Sub-contractor requesting submission of the invoice (one email one invoice).
If the invoice amount exceeds the certified amount, AI will reject the invoice and notify with reasons.
If AI cannot recognize the invoice contents of the invoice from responded email, AI will notify the AP Officer to review manually.
Phased Implementation:
OS order is the 1st phase of Payment Request Automation.  The other orders document types will be the next phases, subject to the GEP implementation.
Scheduled UAT at the end of July for two weeks.
GEP AP system will be a demonstration  in Aug, and the invitations will be sent to the interested parties .
Awaiting Review
Cindy
+
Jim
Finalise the requirements with BU
On July 10.
UAT 28 July to 8 August
5 & 6
Standardize COA maintenance and upload data to OneStream process
Carrie, Jim and Mona has agreed that the mapping approach of three regions will be aligned / standardized with Macau.  The meeting with Yang Li has been scheduled on 9th Jul.  The manual user guide will be updated.
Carrier will use the P1 to P6 data of Chubb HK for testing in Jul.  The tentatively go-live date is end of Jul and the target go-live date is end of Aug.
Carrie will update the process manual by the end of August for Vicky to test.
In Progress
Mona + Carrie
Update the user guide by the end of August
10
Standardize and Centralize process for Accounts Reconciliation and IPE
Carrie and Jim has prepared the Master Accounts Reconciliation List for both HK and mainland China.  They will work together to complete the list and prioritize the preparation of the user guide to support the upcoming transition to CCC. The target is to have the first draft ready for review before August.
Once Jim and Carrie have finalized their sections, the Macau team will add their Accounts Reconciliation List to the master document.
Gathering Info
Annie
+
Carrie/Jim
1st Draft before August
Items will be Discussed Later
9
Automatically OTC10 report preparation process
Jason has followed up with the vendor.  Meeting scheduled this Wednesday with Eric and IT team.
In Progress
Eric
+
Pingie
-
11
Create function to attach supporting document
Vicky will follow up with Matthew Lo.
Gathering Info
Vicky
+
Mona
.
12
Issue Credit Note process
Waiting for Vendor to revise the credit note interface.
Awaiting Review
Annie
+
Ops Team
-
13
AR Settlement Process
Annie will discuss with the Salespersons of BlackLine on 24th Jun.  The “Pool of Concepts” will be provided by John Field of O2C Lab.
Gathering Info
Fan
+
TBA
-
Items on Hold / Not Started
1
E-Invoice (AP process improvement)
No Discussed.
No further updates until August 2025.
On Hold
Cindy
+
Jim
-
3
Create New Customer Account
Did not discuss in the meeting.
Not Started
Fan
+
TBA
-
4
Payment Process include Online Approval (AP process improvement)
Did not discuss in the meeting.
No further updates until August 2025.
On Hold
Mona
+
Jim
-
7
Setup an alert process to manage Late PO when supplier invoice was issued before PO issue date
AP process improvement
Did not discuss in the meeting.  No further updates until August 2025.
On Hold
Annie
+
Jim
-
8
Credit Hold Review
Jason of IT will discuss with Fan after the existing changes adopt to production.
Not Started
Fan
+
TBA
-
ANY OTHER BUSINESS
AOB 1
Update the CCC Business Case (BC).
The fit out of the office in Hengqin has started on 4th Jul and the target completion date is 16th Sept.
The company registration has completed, and the Business Certification has been issued on 2nd Jul.  The open of Bank Accounts has been approved internally.
The recruitment has been kicked off and temporary office was rent in the same building.  The staff can work at temporary office anytime.
AOB 2
Discount line (purchasing):
Carrie will schedule a meeting with Cindy Yuen, Annie Cheung, Cindy Chiang, Rita Wan and Mona Lok to discuss the details.
AOB 3
CCC Cost and Budget Allocation
Eric will discuss with Stephen and Pele for the cost and budget allocation for the coming years.
Agenda for next meeting
Next meeting July 22nd 2025.  Process Lead will provide an update of projects.
Meeting closed at 11:05am
Meeting Minutes prepared by Vicky Ng