Name of Project:                Financial Services – Accounting Analyst

Project Details:

Timely and accurate processing of  the following:

Accounts Receivable

Collections RFCMs (Request for Credit Memos) Cash in Bank and General Ledger

Accounts Payable

Payments to suppliers  Payments to employees  Timely and accurate processing/preparation of the following  reports required by the client: Collection Variance Report Collection Deviation Report Aging Report Status of Floaters Bank Reconciliation Exception Report Responding to queries from suppliers and employees of the client concerning accounts payable. Responding to queries from Client's (Sales, Logistics, Finance) employees concerning accounts receivable Performing general administrative and other tasks that maybe assigned from time to time

 

 

Tasks, Duties & Responsibilities:

ACCOUNTS PAYABLE

1. INVOICE /DOCUMENT RECEIVING

Ensures completeness and validity of invoices/documents received from the clients by: Checking completeness of invoices/documents received by referring to the transmittal slip forwarded by the client. Conducting basic review/audit of invoices/documents as follows: Checks validity of invoices/documents (original copy/certified true copy, BIR registered for supplier’s invoice. Checks presence of signature of approvers on the invoice/document for non-PO transactions. Checking presence of required entries on the face of the invoice/document as follows: GL account and cost center Internal Order number for CAPEX/promo Profit center, if required Assignment for certain GL accounts, if required GR reference number for PO based transactions Perform verification  of quantity and price and ensures accurate matching of GRIR in   SAP for PO based transactions

 

2. INVOICE /DOCUMENT  VALIDATION

Conduct basic validation/audit on invoices/documents (applicable only to transaction requiring only basic/simple validation) as follows:

Check completeness of the required documents by referring to the matrix of required document per transactions type Checks validity and authenticity of the approver’s signature s by referring to the list of authorized approvers per cost center provided by the clients Checks mathematical accuracy of the supporting documents and computations. Checks countersignature on alteration of amount of invoice/documents, if any Checks appropriateness of GL account charging indicated in the invoice/document. Conduct additional required validation (in addition to the basic validation/audit) for transactions that are more complex in nature (e.g., per diem, FTH, Advertising and Promotions, CAPEX, foreign travel, payment of air fare, etc.) Checks compliance to existing company guidelines by referring to the matrix of rates and    company guidelines provided by the client. For payments covered by contract, reviews contracts and checks accuracy of amount to be paid by referring to contract details. Ensures that the additional required documents indicated on the contract are submitted by the supplier/client.

 

3. INVOICE /DOCUMENT  ENCODING

Encodes accounting entries in SAP and ensures accuracy of the following: vendor's code and name ATM account number for employees amount to be paid gl account and cost center reference text and header text

VAT code and VAT details

withholding tax code and base assignment internal order or profit center (if applicable) posting date baseline date (date of receipt of invoice by the client) document date (date of document/invoice)

       Prints PRM/SAP accounting document.

Updates database monitoring of received invoices/documents indicating SAP  document number.

 

4. PAYMENT PROCESSING

Ensures completeness of posted invoices/documents received for payment processing.

Reviews posted invoices/documents by:

Checking if invoice/document are original Checking accuracy of vendor name and vendor code\ Checking if invoice/document are approved Matching of ATM per document vs. SAP document (for employees) Checking if SAP PRM/document are approved by the AP Team Lead

Ensures timely and accurate payment to payees/suppliers regardless of payment mode (e.g., manual check, direct credit to employees' accounts, check writer)

 

5. REPORTING

Preparation of aging reports: Collection Variance Report - Daily (for each collection) Collection Deviation Report – Weekly Monthly Status of Sales Related Floaters Other reports as required by the Client Preparation of Bank Reconciliation Analysis and clearing of Cash GL line items  by matching bank statement  and SAP balances. Preparation of unrecorded deposits Identification of bank reconciling items as follows: Unrecorded Deposits Unrecorded Withdrawals Erroneous Posting Deposits in Transit and etc.

 

Preparation of Exception Reports: Incomplete attachments submitted by Third Party Collectors Erroneous collections ( e.g. collections intended for Poultry) Wrong payee name, post-dated checks, mismatched figures and wordings Devuelto without confirmation Returned RFCMs by BU Booked bad orders without confirmation Promo deductions with short or no Budget

 

6. PERFORM OTHER TASKS THAT MAY BE ASSIGNED FORM TIME TO TIME

 

 

ACCOUNTS RECEIVABLE

1. POSTING OF COLLECTIONS AND ANALYSIS

Receiving and retrieving of documents from SMIS customer’s portal, third party collectors and Account Specialists. Checking of completeness of attachments. Preparation of upload collection file template. Posting of collections in SAP. Clearing of bad orders, devueltos and cancelled invoices.

 

2. POSTING OF REQUEST FOR CREDIT MEMOS (RFCMs)

Receiving and retrieving of supporting documents (debit memo/service receipt, Promo Activitity Workplan (PAW)/Trade Letter/E-mail confirmation) from SMIS Sales, Finance and Marketing. Matching of floaters with the Internal Orders created. Preparation of RFCMs. Posting of RFCMs in SAP.

3. POSTING OF CASH IN BANK AND GENERAL LEDGER

Receiving and validation of checks from the bank Checking of completeness and validity of the checks deposited in the night depository.  Downloading of Bank Statements. Posting of cash deposits in SAP.

 

4. Perform other tasks that may be assigned from time to time.