AP PROCESSING

 

JOB SUMMARY

 1.  Timely and accurate processing of payments to suppliers.

 2.  Responding to queries from suppliers and employees of the client

 3.  Timely and accurate processing/preparation of other financial services required by the client.

 4.  Performing general administrative and other tasks that maybe assigned from time to time

 

DUTIES AND RESPONSIBILITIES

A.  Receiving of Documents

 

1.   Ensures completeness and validity of invoices/documents received from the clients by:

      a.  Checking completeness of invoices/documents received by referring to the transmittal slip forwarded by the client.

      b.  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.

2.  Checking presence of required entries on the face of the invoice/document as follows

      a.  GL account and cost center

      b.  Internal Order number for CAPEX/promo

      c.  Profit center, if required

      d.  Assignment for certain GL accounts, if required

      e.  GR reference number for PO based transaction

 

3.  Perform verification  of quantity and price and ensures accurate matching of GRIR in SAP for PO based transactions

 

  B.  Review and validation of documents

 

     1. Conduct basic validation/audit on invoices/documents (applicable only to transaction requiring

          only basic/simple validation) as follows:

 

         a. Check completeness of the required documents by referring to the matrix of required documents

              per transactions type.

         b. Checks validity and authenticity of the approver’s signature s by referring to the list of authorized

             approvers per cost center provided by the client.

         c. Checks mathematical accuracy of the supporting documents and computations.

         d. Checks countersignature on alteration of amount of invoice/documents, if any.

         e. Checks appropriateness of GL account charging indicated in the invoice/document.

 

2.   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.)

 

     a.  Check compliance to existing company guidelines by referring to the matrix of rates and    company guidelines provided by the client.
     b.  For payments covered by contract, reviews contracts and checks accuracy of amount to be paid by referring to contract details.

     c.  Ensures that the additional required documents indicated on the contract are submitted by the supplier/client.

 

3.  Encoding of Transaction 

     a.  Encodes accounting entries in SAP and ensures accuracy of the following:

a. vendor's code and name

b. ATM account number for employees

c. amount to be paid

d. gl account and cost center

e. reference

f. text and header text

g. VAT code and VAT details

h. withholding tax code and base

i. assignment

j. internal order or profit center (if applicable)

k. posting date

l. baseline date (date of receipt of invoice by the client)

                   m. document date (date of document/invoice)

       

       b.   Prints PRM/SAP accounting document.

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

 

4.  Payment Processing

 

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

 

          2. Reviews posted invoices/documents by:

                     a. checking if invoice/document are original

                     b. checking accuracy of vendor name and vendor code\

                     c. checking if invoice/document are approved

                     d. matching of ATM per document vs. SAP document (for employees)

                     e. checking if SAP PRM/document are approved by the AP Team Lead

 

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

 

4. Ensures timely uploading of check information file provided by Partner Bank (for check writer)

 

5. Ensures timely uploading of official receipt information file provided by Partner Bank (for check writer).

 

6. Ensures timely and accurate clearing of input tax-services for official receipts issued by suppliers for vatable services.

 

7. Prints Certificate of Withholding Tax as per agreed schedule with the client.

 

4.  Monitoring and accounting of invoices /documents received from the clients

 

     a.   Ensures that all invoices/documents received from the clients are properly accounted and posted within the agreed service level standards by

           performing the following

           1)   Monitoring of progress of invoice/document processing per processor/associate to ensure that accounts payable set-up is completed within the agreed

                 service level standards.

                  2)  Review Return Slip for documents to be returned to ensure that returns are valid.

                  3)  Check all processed AP transactions of Accounting Analyst.

                  4)  Check accuracy of printed checks and Certificate of Withholding Tax prior to endorsement for approval to client.

                  5)  Prepare  weekly and monthly report on accounting of transmitted documents by the clients.

                  6)  Prepare weekly and monthly report on volume of invoices processed, indicating reversal, returns and efficiency of Accounting Assistant and Associate.