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AP/AR Specialist

4 months ago

Rochester, United States DJ Acquisition Management Corp Full time
Job DescriptionJob DescriptionDescription:

Summary: The primary purpose of this position is to process invoices, check requests, and expense reports, and other tasks related to maintaining the accounts payable and receivable for an organization.


Responsibilities:

Creates AR batch including getting A/R shipments, verify invoice quantity and price against customer’s PO in file.

· Processes RMA credits for any shipments of RMA returns and adds to batch. Changes date to match batch. Closes out RMA.

· Checks for “shipper” costs listed on packing slips and add to invoices.

· Prints invoices. 1 copy to file, one copy to customer via USPS that does not have e-invoice email addresses in system.

· Enters invoices on customer on-line sites.

· Verifies and prints to file A/R edit list – staple packing slips to report and file.

· Posts batch.

· For RMA credits you will need to go into AR Posted invoice Update, go into header of invoice click on E-invoice tab and check the E-invoice box so E-invoice will be sent.

· Generates E-invoices to send invoices to customers.

· Creates Cash receipt batch.

· Enter A/R Customer Deposits.

· Contacts Weco sales rep. and/or customer’s A/P dept. with any discrepancies or missed items.

· Process any credit memos not already issued and deducted from remittance. If we don’t know what the credit is for contact customer and ask for copy to review

· Verifies and prints the Cash Deposit edit list.

· Prints remittance reports and attaches them to Checks and file.

· Posts batch.

· Creates AP batch.

· Matches supplier invoices with Received not invoice report.

· Enters matched A/P supplier invoices.

· Verifies and prints to file edit list.

· Posts batch.

· Verifies supplier statements.

· Gets approvals for any misc. invoices (non-PO invoices)

· Contacts supplier A/R dept. with any issues or discrepancies.

· Handles collection calls from suppliers providing details on payments.

· Copies supplier invoices and notify purchasing of problems with entering of information.

· Downloads AR Aging report into Collections spreadsheet. Reviews and contacts customers for collections and note all communications on spreadsheet.

· Alphabetizes and files entered supplier invoices.

· Reviews supplier remit to information with system and update as needed.

· Sends out ACH payment details to vendors via email.

· Pulls paid invoices and attaches them to payment remittances and file.

· Mails checks after they are signed.

· Reviews credit card download and enters any invoices for payment via credit card process in Epicor (receipts on the received not invoiced report)

· Reviews aged A/P list and creates AP payment groups for payments to be processed by Finance Manager.

· Enters and updates supplier information in Epicor.

· Supplier banking information – call and verify with supplier and note: date and who you spoke to and sign sheet. Once confirmed, enter in the banking information into the supplier banking screen. Scans and saves in the Supplier Banking ACH folder in accounting drive.

· Updates customer billing information, E-invoice email address and update E-invoice tab in customer masters

· Answers all suppliers questions regarding payments issued, outstanding invoices and future payment dates.

· Provide credit references for our customers.

· Investigate credit references for new customers.

· Assist with yearly inventory and accounting projects.

· Answers Henrietta phone calls.

· Bank Statement reconciliation

· Creates spreadsheet of non-po invoices (first several days of month) that should have been posted in the previous month to Finance Manager so they can be accrued into proper month.

· Works on 1099 processing.

· Pulls and provides information for auditors and refile.

· Rotates a/p files emptying file cabinet, archiving files and, setting up files for the new year.

· All other duties as assigned.

Requirements:

Position Qualifications:

· Bachelor’s degree in Accounting or Finance preferred

· 2 – 5 years of accounts payable or general accounting experience required.


Knowledge, Skills, and Abilities:

• Proficient user of MS Office Suite including Excel, Word, and Outlook required.

• Experience with ERP systems required.

• High degree of accuracy and attention to detail.

• Strong interpersonal and communication skills.

• Ability to problem solve complex invoicing issues with team members and management.

• Ability to work independently and prioritize tasks.

• Ability to interface well with vendors and other departments.

• Proficient written and verbal English communication skills.