Minutes
China Capability Centre – MCHM Finance Team
Date/Time
25th November 2025, 10:00am
Location
Meeting Room 6, and Online – Ms Team
Chairperson
Annie Cheung
Attendees
China - Shi, Amy (Senior Finance Manager)
Hong Kong - Ng, Vicky (Secretary)
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)
Macau - Lok, Mona Mei Fong (Finance Manager)
Asia - Wu, Eric (Senior Manager, FP&A)
Apologies
Hong Kong - Lau, Cheuk Ming (Finance Director)
Guests
N/A
Project Progress Updates
Progress Status
Number of Projects
Not Started
4
In Progress
1
Completed
3
On Hold
3
Start
2
DISCUSSION POINTS
Priority Item
Description
Status
Action Person
Due Date
10
Standardize and Centralize process for Accounts Reconciliation and IPE
Carrie has already assigned the right of accounts reconciliation to CCC teammates in OneStream.  Amy and Mona need to assign the right to them in OneStream also.
Annie emphasised that, for arranging Nov accounts reconciliation, the CCC teammates will become the “Preparer”, the existing preparer and reviewer will be changed to “1st Approver” and “2nd Approver” respectively.  There is only one entity, Chubb HK, will not have this change in this year.  Off-line training will be implemented as usual.
Preparer and approvers need to submit the accounts reconciliation files on 19th and 24th Dec respectively.
Annie requested to update the info of the list of accounts reconciliation till to Mar 2026.
Maggie has already provided the Depreciation training to CCC teammates.  They had run the files for China and Macau already.  China was fine for that but there were some minor problems need to be fixed.  Mona will follow up with Wilson.  CCC Team will try to run depreciation files for HK in Jan 2026.
CCC Teammates will also help with the reporting of OTC 09 for FP&A team.  Eric will provide the training in Dec.
In Progress
(Delay)
Annie
+
Carrie
Monthly recurring journal:
China and HK
Nov 21–28
Macau – Dec
Depreciation:  China – Oct 27th
Macau – Oct 27th
HK – Nov 24th
14
Concur Process
The “Processor” role of Concur has been assigned to CCC teammates and the training has been provided by Amy.  China will be the pilot to implement the Concur process.  HK and Macau will start the process in Jan 2026.
Vicky will follow up with IT of the setup of general email “GP CCC AP Customer Service”.  Once completed, Amy will provide the full employees list to CCC team.
No hard copies of originals are needed in the future.
Start
Cindy
+
Amy
Followup with IT
Items will be Discussed Later
9
Automatically OTC10 report preparation process
Annie followed up with IT that Fire Dept (HK Govt) will start to use a new form on 1st Apr 2026.  IT will focus to the enhancement on it.  The OTC10 will be on queue.
Gathering Info
Eric
+
Pingie
Assessment Nov (TBC)
Kick-Off (Feb 2026)
12
Issue Credit Note process
Credit note process will be started after completion of SV process.  And SideTrade system will be implemented in Q1 2026.
Start
Annie
+
Ops Team
Assessment Dec (TBC)
Kick-Off (Mar 2026)
13
AR Settlement Process
BlackLine, SideTrade and GEP are waiting for budget approval.
Waiting for Budget approval
Fan
+
TBA
Submitted for 2026 Budget approval
Items on Hold / Not Started
1
E-Invoice (AP process improvement)
Annie will discuss with Matthew how to centralize the process.
On Hold
Cindy
3
Create New Customer Account
After discussion with BU, no on-line form will be implemented.  Manual form will be used.  CRM or JDE can be worked to setup the new customer but no SOX control.  It is still under assessment.
Not Started
Fan
+
TBA
Followup with Jessica Yu
4
Payment Process include Online Approval (AP process improvement)
ACH process was deployed in HK but the bank fee for Macau is high.
On Hold
Mona
Mona will continue working with HSBC ACH account fees.
7
Setup an alert process to manage Late PO when supplier invoice was issued before PO issue date
AP process improvement
After the demonstration of the GEP AP on September 26th. It was discussed that HK will implement the GEP-AP module alongside the GEP PTP.
On Hold
Annie
-
8
Credit Hold Review
This will include in the coming enhancement of IQS.
Not Started
Fan
+
TBA
-
Items  Completed
2
Subcontractors' invoices Online Approval Workflow
There are three buds to be fixed (1) Invoice Date (2) Invoice no. checking (3) outbound mailbox blocked.
Annie completed the walkthrough with auditors.  The samples dated after 1st Oct 2025 will be selected for testing.
Completed
Cindy
5 & 6
Standardize COA maintenance and upload data to OneStream process
Ming, Mona and Amy have approved the process.  The user guide was also shared with King Chau.
Completed
Mona
+
Carrie
11
Create function to attach supporting document
Carrie and Cindy will provide the screenshot to Vicky for preparing the guideline for CCC.
Completed
Vicky
+
Mona
ANY OTHER BUSINESS
AOB 1
Cost Allocation
HK:  87.5%
Macau:  7.3%
China:  5.2%
Agenda for next meeting
Next meeting December 16th 2025.  Process Lead will provide an update of projects.
Meeting closed at 11:00
Meeting Minutes prepared by Vicky Ng