About the Role: The Accounting Clerk is responsible for providing financial, administrative and clerical services in order to ensure effective, efficient and accurate financial and administrative operations. The Accounting Clerk or Accounting Staff must comply with established policies and procedures.
Responsibilities:
A. Accounts Receivable
1. Maintain all signed PO, Contracts and Registration forms
2. Maintain up to date billing system
3. Generate and send out invoices (after coordinating with the AM’s, Consultants and BDE)
4. Follow up on issued invoices and collect as per customer or client or partners instruction
5. Communicate with customers or clients or partners via Phone, Email, Mail or Personally
6. Carry out billing, collection and reporting activities as per deadlines
7. Maintain and Record contracts, invoice and payments into a General Ledger and accounting software. In general, it should have the following:
- Contracts – Date signed, VAT or Non-VAT, Address, Contact person, AM and Consultant
- Invoice – Invoice No., Date invoice received, Received by
- Payment – Against Invoice No., OR No., Date paid, Amount, Method of payment and any balance due
8. Perform account reconciliations every week.
9. Monitor customer account details for non-payments, delayed payments and other irregularities
10. Generate Age analysis
11. Review Account Receivables aging to ensure compliance
12. Maintain Accounts Receivables customer files and records
13. Prepare cash and cheque payments for bank deposit. Responsible for making the deposits at the bank and in the right account.
14. Investigate and resolve customer queries on invoice amount, contract and billing statement
15. Research and resolve payment discrepancies
16. Process any adjustments on payments against the invoice
17. Develop a recovery system and initiate collection efforts
18. Collect the Tax Withheld Certificate (2307) from the customers
19. Assist with month end closing
20. Collect data and prepare monthly metrics
21. Update receivables by totaling unpaid invoices
22. Prompt follow up and schedule of collections/tags recent communication in the Ageing Report
23. Controls and schedules invoice delivery and collection to messengers
B. Accounts Payable
1. Check accuracy and timely payment of payable documents – SOA, billing or invoices, request forms
2. Prepares correct check and journal vouchers with valid supporting documents
3. Keep complete filing of check and journal vouchers
4. Prepares BIR 2307 to Suppliers
5. Accurate and complete encoding of all the transactions in the Accounting system
6. Prepares liquidation entries for cash, travel allowances, petty cash and other cash transactions
7. Prepares Purchase Order and Inventory of Office Supplies
8. Release checks every Friday requiring original Official Receipt according to BIR standards
C. Reports
1. Prepare (Monthly, Qtrly and Annual) sales report/closure report for the month as per the contract signed
2. Prepare (Weekly, Monthly, Qtrly and Annual) collection/received income report against the invoice issued
3. Prepare (Weekly, Monthly, Qtrly and Annual) Ageing report against the invoice issued
4. Prepare (Monthly, Qtrly and Annual) Projection of Income report against the signed contract
5. Prepare (Monthly, Qtrly and Annual) Actual sales vs. Target sales report