JOB OBJECTIVES:
Ensures all accounts payable transactions are being reviewed in order to process the right payable to suppliers.
ESSENTIAL FUNCTIONS:
Checks Store Warehouse Receipt (SWR), Supplier’s Invoice and Purchase Order (PO) in order to process the correct payment to the suppliers.
• Assist in matching the following information to the documents and/or system:
- Quantity (SWR vs. Purchase Order and Supplier’s Invoice)
- Item code and item descriptions (SWR vs. System)
• Assists in indicating in the document and system the correct item code based on the Item Manager.
• Coordinates with the Accounts Payable Officer the discrepancy in SWR to prepare notice memo to Manager/Head.
• Identifies, summarizes and submits to Audit Supervisor the list of purchased items without item codes.
• Checks if the signatory on the Purchase Order is the authorized person.
Posts the information of paid transactions in the system in order to close the transactions.
• Encodes the Invoice #, Check #, date of check, Official Receipt # or Provisional Receipt # and its date of the paid transactions.
• Stamps “PAID, TRADE, or NON-TRADE” in the voucher for easy reference.
Receives and organizes the transmitted documents of other Departments pertaining to payables.
• Receives transmittal of Supplier’s Invoice from Purchaser with attachments such as
(1) SWR; (2) Purchase Order; and (3) Delivery Receipt.
• Checks and ensures all documents are complete.
• Maintains and keeps an organize filing of Accounts Payable records.
Encodes the information on Purchase Return Slip (PRS) in the system to process the deduction on the payable to supplier.
• Encodes the PRS in the system and forwards to Accounts Payable Officer to process the deduction.