Accounts Payable

Job Summary:

The Accounts Payable is responsible for managing day-to-day financial transactions, verifying the accuracy of records, reconciling accounts, and maintaining the integrity of accounts payable and receivable processes to support accurate financial reporting.

Key Responsibilities

1. Daily Financial Transactions:

   1. Record and process day-to-day financial transactions, ensuring accurate posting into the accounting system.

   2. Verify the accuracy of transactions in the day book, suppliers' ledger, customers' ledger, and general ledger, ensuring correct allocation to respective accounts.

2. General Ledger Maintenance:

   1. Bring the books to the trial balance stage by ensuring all financial data is accurately recorded, reconciled, and ready for further review.

   2. Perform partial checks of the posting process to verify the correctness of entries and make adjustments where necessary.

3. Data Entry and Financial Reporting:

   1. Maintain accurate records by entering financial data into accounting software, creating detailed reports, and preparing financial statements.

   2. Assist in generating monthly financial reports, ensuring income and expense entries are correctly categorized in the appropriate chart of accounts.

4. Reconciliation and Auditing:

   1. Reconcile all transactions related to expenses and income, ensuring alignment with the chart of accounts and assisting in monthly reporting cycles.

   2. Verify all recorded transactions are accurate and compliant with company policies.

5. Accounts Receivable and Payable Management:

   1. Oversee the Accounts Payable and Accounts Receivable aging reports, ensuring timely payments and collections to maintain proper cash flow.

   2. Maintain accurate records for supplier and customer accounts, reconciling balances regularly to ensure financial data integrity.

6. Vendor Bill Control

   1. Check vendor, company, property, reporting month, document date, chart of accounts, tax treatment, and supporting documentation before posting.

   2. Identify missing or incomplete vendor documentation and coordinate correction before the transaction is finalized.

7. Accrual and Prepaid Identification

   1. Identify whether expenses relate to the current period, a prior-period accrual, or a future-period prepaid/deferred item, applying Betterplace's established Reporting Month rule.

   2. Escalate unclear timing or accounting treatment for review; do not independently create or change accounting policy.

8. Vendor Balance Reconciliation

   1. Reconcile vendor statements and investigate unmatched bills, duplicate invoices, unpaid invoices, and credit notes.

9. Payment Preparation

   1. Prepare payment schedules and verify that payment requests have approved supporting documentation.

   2. Coordinate payment priorities with management in accordance with existing approval authority.

10. AP Month-End Closing

    1. Review unpaid and missing bills, accruals, prepaid expenses, AP aging, vendor balances, and payment cut-off items before the AP closing submission.