Accounting Analyst

Name of Project:                Financial Services – Accounting Analyst

Project Details:

• Timely and accurate processing of  the following:

Accounts Receivable

• Collections
• RFCMs (Request for Credit Memos)
• Cash in Bank and General Ledger

Accounts Payable

• Payments to suppliers 
• Payments to employees 

• Timely and accurate processing/preparation of the following  reports required by the client:
  • Collection Variance Report
  • Collection Deviation Report
  • Aging Report
  • Status of Floaters
  • Bank Reconciliation
  • Exception Report
• Responding to queries from suppliers and employees of the client concerning accounts payable.
• Responding to queries from Client's (Sales, Logistics, Finance) employees concerning accounts receivable
• Performing general administrative and other tasks that maybe assigned from time to time

Tasks, Duties & Responsibilities:

ACCOUNTS PAYABLE

1. INVOICE /DOCUMENT RECEIVING

• Ensures completeness and validity of invoices/documents received from the clients by:

• Checking completeness of invoices/documents received by referring to the transmittal slip forwarded by the client.
• Conducting basic review/audit of invoices/documents as follows:
• Checks validity of invoices/documents (original copy/certified true copy, BIR registered for supplier’s invoice.
• Checks presence of signature of approvers on the invoice/document for non-PO transactions.
• Checking presence of required entries on the face of the invoice/document as follows:

• GL account and cost center
• Internal Order number for CAPEX/promo
• Profit center, if required
• Assignment for certain GL accounts, if required
• GR reference number for PO based transactions
• Perform verification  of quantity and price and ensures accurate matching of GRIR in   SAP for PO based transactions

2. INVOICE /DOCUMENT  VALIDATION

Conduct basic validation/audit on invoices/documents (applicable only to transaction requiring only basic/simple validation) as follows:

• Check completeness of the required documents by referring to the matrix of required document per transactions type
• Checks validity and authenticity of the approver’s signature s by referring to the list of authorized approvers per cost center provided by the clients
• Checks mathematical accuracy of the supporting documents and computations.
• Checks countersignature on alteration of amount of invoice/documents, if any
• Checks appropriateness of GL account charging indicated in the invoice/document.

• Conduct additional required validation (in addition to the basic validation/audit) for transactions that are more complex in nature (e.g., per diem, FTH, Advertising and Promotions, CAPEX, foreign travel, payment of air fare, etc.)

• Checks compliance to existing company guidelines by referring to the matrix of rates and    company guidelines provided by the client.
• For payments covered by contract, reviews contracts and checks accuracy of amount to be paid by referring to contract details.
• Ensures that the additional required documents indicated on the contract are submitted by the supplier/client.

3. INVOICE /DOCUMENT  ENCODING

• Encodes accounting entries in SAP and ensures accuracy of the following:

• vendor's code and name
• ATM account number for employees
• amount to be paid
• gl account and cost center
• reference
• text and header text

  VAT code and VAT details

• withholding tax code and base
• assignment
• internal order or profit center (if applicable)
• posting date
• baseline date (date of receipt of invoice by the client)
• document date (date of document/invoice)

       Prints PRM/SAP accounting document.

• Updates database monitoring of received invoices/documents indicating SAP  document number.

   

4. PAYMENT PROCESSING

• Ensures completeness of posted invoices/documents received for payment processing.

  Reviews posted invoices/documents by:

• Checking if invoice/document are original
• Checking accuracy of vendor name and vendor code\
• Checking if invoice/document are approved
• Matching of ATM per document vs. SAP document (for employees)
• Checking if SAP PRM/document are approved by the AP Team Lead

  Ensures timely and accurate payment to payees/suppliers regardless of payment mode (e.g., manual check, direct credit to employees' accounts, check writer)

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5. REPORTING

• Preparation of aging reports:

• Collection Variance Report - Daily (for each collection)
• Collection Deviation Report – Weekly
• Monthly Status of Sales Related Floaters
• Other reports as required by the Client

• Preparation of Bank Reconciliation

• Analysis and clearing of Cash GL line items  by matching bank statement  and SAP balances.
• Preparation of unrecorded deposits
• Identification of bank reconciling items as follows:
  • Unrecorded Deposits
  • Unrecorded Withdrawals
  • Erroneous Posting
  • Deposits in Transit and etc.

     

• Preparation of Exception Reports:

• Incomplete attachments submitted by Third Party Collectors
• Erroneous collections ( e.g. collections intended for Poultry)
• Wrong payee name, post-dated checks, mismatched figures and wordings
• Devuelto without confirmation
• Returned RFCMs by BU
• Booked bad orders without confirmation
• Promo deductions with short or no Budget

6. PERFORM OTHER TASKS THAT MAY BE ASSIGNED FORM TIME TO TIME

ACCOUNTS RECEIVABLE

1. POSTING OF COLLECTIONS AND ANALYSIS

• Receiving and retrieving of documents from SMIS customer’s portal, third party collectors and Account Specialists.
• Checking of completeness of attachments.
• Preparation of upload collection file template.
• Posting of collections in SAP.
• Clearing of bad orders, devueltos and cancelled invoices.

2. POSTING OF REQUEST FOR CREDIT MEMOS (RFCMs)

• Receiving and retrieving of supporting documents (debit memo/service receipt, Promo Activitity Workplan (PAW)/Trade Letter/E-mail confirmation) from SMIS Sales, Finance and Marketing.
• Matching of floaters with the Internal Orders created.
• Preparation of RFCMs.
• Posting of RFCMs in SAP.

3. POSTING OF CASH IN BANK AND GENERAL LEDGER

• Receiving and validation of checks from the bank
• Checking of completeness and validity of the checks deposited in the night depository. 
• Downloading of Bank Statements.
• Posting of cash deposits in SAP.

   

4. Perform other tasks that may be assigned from time to time.