JOB PURPOSE

 

The position will be responsible for the following:

1. Timely and accurate posting of collections

2. Timely and accurate processing of received invoices from Logistics

2. Responding to queries from client (Sales, Logistics, Finance) employees

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

4. Perform other clerical tasks that maybe assigned from time to time.

 

KEY RESULTS AREAS AND RESPONSIBILITIES

 

A. Receiving of Documents

    1.  Receive details of collections with attachments from Client/Third Party Collectors/Customer's portal/Third Party Portal (e.g. deposit slips,

         remittance advise, provisional receipt, details of collections, invoices, trade returns document, debit memo, certificate of withholding tax, etc.).

    2.  Encode all received documents in the database monitoring.

    3.  Scan documents and save in shared folder.

 

B.  Posting of Collections

    1.  Generate AR Aging Report from SAP.

    2.  Prepare upload template (AR clearing of open items).

    3.  Analyze and validate customer's deduction and shortpayments.

    4.  Check if the collection is covered with validated deposit slip/credited to the bank account.

    5.  Review accuracy of upload file template prior to uploading/posting in SAP.

         a. Total amoung of payment per validated deposit slip/credit to bank account vs. the official receipt.

         b. Accuracy of entries and formats of encoding requirements of the client.

         c. Accuracy of customer code and invoice number paid

     6.  Indicate SAP document number on the official receipt/remittance advise/deposit slip.

     7.  Update database monitoring to encode the SAP document number.

 

C.  Preparation of Request for Credit Memo (RFCM)

     1.  Prepare RFCM.

     2.  Ensure accuracy of the details indicated on the RFCM.

     3.  Attach the required documents on the RFCM.

     4.  Encode RFCM details in the database monitoring

     5.  Forward the RFCM to AR Checker, AR Team Leader and Program Manager for review and signature.

     6.  Scan signed RFCM and supporting documents and upload the scanned copy in the shared folder.

     7.  Prepare transmittal slip and forward RFCM to client for approval.

     8.  Update the database monitoring to encode the date of transmittal to client.

     9.  Scan acknowledged transmittal slip and file the physical copy of transmittal slip.

 

 

D. Posting of approved Request for Credit Memo (RFCM)

     1. Upon receipt of approved RFCM, update the database monitoring to encode the date of receipt of approved RFCM.

     2. Scan approved RFCM.

     3. Post RFCM in SAP.

     4. Ensure accuracy of posting by checking the following:

        a.  Amount of transaction posted is in agreement with the amount of credit memo.

        b.  Required entries and encoding formats.

     5. Indicate SAP document number on the RFCM.

     6. Update database monitoring to encode SAP document number and posting date.

     7. Forward posted RFCM to AR checker for review.

     8. Upon receipt of RFCM from AR Checker, file RFCM with supporting documents for transmittal to client.

 

E.  Review of Certificate of withholding tax

     1.  Upon receipt of CWT, review and validate to check if BIR compliant.

     2.  Coordinate with the Sales Account Specialist if with exception for correction of the customer.

     3.  Scan compliant CWT and encode in the database  monitoring.

     4.  Forward physical copies of CWT to assigned ProSync Accounting Analyst.

 

  

F. MONITORING OF TRANSMITTAL OF INVOICES

 

    1.  Receiving of invoices with required attachment from client.

    2.  Checking of completeness of required attachments and entries by referring to the blueprint of required entries and document attachments provided by client.

    3.  Checking of recording of trade returns in the system by checking the actual quantities of stocks received by the customer.

    4.  Updating of database monitoring to encode the date of receipt of invoice and exceptions noted, if any.

    5.  Preparation of transmittal slip of invoices to Sales Accounts Specialists/Third Party Collector.

    6.  Updating of status of invoices in SAP by encoding the date of receipt of invoice, date of transmittal to Sales Accounts Specialists/Third Party     

           Collector/exceptions   noted.

    7.  Ensuring compliance with the agreed service level standards on the sorting and transmittal of invoices.

 

 G.  MONITORING OF COUNTERING AND COLLECTION OF INVOICES

     

       1.  Receiving of invoices with required attachment from AR Support Group.

        2.  Checking of completeness of required attachments and entries by referring to the blueprint of required entries and document attachments provided by client.

        3.  Updating of database monitoring to encode the date of receipt of invoice and exceptions noted, if any.

                    

             a.  Send itinerary of invoices due for countering to the Third Party Collector.

             b.  Prepare transmittal slip.

             c.  Transmit invoices to the third party collector.

             d.  Upon countering of invoice, receive countered invoices/counter receipt from third party collector.

             e.  Ensure completeness of received countered invoices/counter receipt.

             f.   Prepare exception report (uncountered invoices or unreturned invoices) and send email to Client Finance and Sales and third party collector.

             g.  Update the database monitoring to encode the date of countering, counter receipt number.

             h.  Update SAP to encode the status of invoice (date of countering, counter receipt number).

                  Send weekly status report on countering invoices to Client Finance and Sales.

 

Collection of invoice

a.  Send itinerary of invoices/counter receipt due for collection to the Third Party Collector.

b.  Prepare transmittal slip.

c.  Transmit invoices/Statement of Account/Counter Receipt to the third party collector.

d.  Upon collection of invoice, receive details of collectionand uncollected counter receipt/invoice from third party collector.

e.  Ensure completeness of received invoices /counter receipt.

f.  Prepare exception report (e.g. uncountered invoices, unreturned counter receipt, unsubmitted documents to support deduction like trade returns, devuelto, promo and other shortpayments, and partially collected counter receipts) and send email to Client Finance and Sales and third party collector.

g.  Update the database monitoring to encode the date of collection..

h.  Update SAP to encode the date of collection.

i.  Send weekly status report on collection by third party collectors to Client Finance and Sales.

 

F.  Reporting

     1.  Prepare weekly and monthly Aging Report.  Ensure accuracy of tagging of shortpayments/floaters in compliance with the agreed format.

     2.  Prepare other reports required by client.

 

G. Prepare other tasks that maybe assigned from time to time.