Description
Position Purpose:
The Senior Accounts Payable Specialist is expected to perform the accounts payables end-to-end process
and to ensure timely and accurate payments to the vendors as well as the related compliances with
company internal control policies and government regulations. This position also ensures that the
documentations related to vendors transactions are kept properly for audit purposes.
Essential Functions, Duties and Responsibilities:
- Vendor Payment Processing
- Ensure that receipts of goods and services are properly acknowledged by the authorized Afni
POC.
- Match the details of invoices/billings/statement of accounts against the delivery
receipts/service report/completion report and PO and to ensure completeness of the invoice
package.
- Perform data entry using the correct account strings/combinations, proper transaction
descriptions and other relevant transaction details in the AP module of Microsoft Dynamics
365.
- Submit the invoices for approval of the authorized approvers based on the approval matrix
and to monitor the approvals to ensure the invoices are approved timely in the system.
- Prepare vendor payment journal entries of all invoices included in the payment batch.
- Prepare manual entries to correct the inaccurate withholding tax amounts due to system
error and/or incorrect tagging of withholding tax rate.
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- Determine the applicable EWT rate to be used for each payment transaction.
- Preparation of BIR form 2307 related to the EWT on payment made to the vendors.
- Determine the applicability of VAT and its proper recording based on the existing registrations
of Afni with PEZA and BOI.
- Vendor Accounts Reconciliation
- Maintain historical records of payments to assigned vendors.
- Maintain regular communication with the vendors to address any discrepancies between the
internal records and the statement of accounts provided by the vendors.
- Request for credit memo to be applied to outstanding invoices or refund to be deposited to
Afni's bank account whenever there is adjustment for overpayment that was identified during
the reconciliation.
- Monthly Month-end Accruals
- Identify the expenditures that have been incurred in the current month that are not yet
recorded/posted in the General Ledger by the end of the month for accrual purposes.
- Prepare the necessary accrual entries based on the validated supporting documents and/or
confirmation of delivery or service rendered to ensure timely recording of expenditures.
- Prepare Cash Forecasting for Vendor Disbursements
- Prepare a 4-week forecast of vendor payments based on due dates of the invoices.
- Consolidate the inputs from different Finance sections to create the final cash disbursement
forecast to be submitted to the US to plan for the cash requirements for the current and
coming weeks.
- Provide Inputs for Reports Required by the Government Regulatory Bodies
- Gather and consolidate purchases information to be included in the PEZA reports such as
TIMTA, EZMPR, etc.
- Gather and consolidate purchases information required by the BIR such as Summary of
Purchases, VAT and Withholding Taxes.
- Provide Requirements for the Audit Procedures
- Work and collaborate with the GL Team in providing the requirements of the auditors.
- Gather and consolidate the vendor payments related documents to facilitate timely
completion of audit procedures.
- Develop and implement new payroll policies and procedures.
- Perform ad hoc tasks being assigned by the Philippines Accounts Payable Manager/Sr Manager
or the Philippines Senior Director of Finance from time to time
Requirements
Minimum Job Requirements (Education, Experience, Skills):
- Bachelor's degree in accounting or any business related course; CPA is a must
- Minimum of 3 years experience in a supervisory position in end-to-end AP processing
preferably in BPO/Call Center industry
- Has strong knowledge on General Ledger Accounting, Month-end Closing, Expense Analyses,
Taxation (i.e VAT, Non-Vat, EWT, Final Withholding Tax, etc) and Government Related
compliance requirements (i.e BIR, PEZA, BOI, etc) with regard to Vendor Transactions and
related transactions, Internal and External financial audits
- Good knowledge on Procurement functions and activities as it relates to vendor accreditation,
Purchase Orders, Contracts, Non-PO transactions, etc.
- Experience using accounting system/software
- Strong analytical and problem-solving skills
- Advanced Microsoft Excel skills
- Great attention to detail
- Ability to work independently and as part of a team
- Excellent communication and interpersonal skills
- General knowledge of accounting principles and practices and other applicable
government regulations/agency rules and regulations
- Must be willing to work shifting or mid shift schedules.
