Administration Payable Receivable Clerk

Administration Payable Receivable Clerk

Job Description

Primary Objective – Payable: To provide assistance in accounts payable to ensure that all incoming invoices are coded and paid in a timely manner. To investigate any discounts available. To evaluate invoices for accuracy and to assist in department to ensure that all primary financial data is recorded for use in maintaining accounting records. Conducts all tasks according to established health and safety policies and procedures.

Primary Objective – Receivable: To provide all accounts receivable functions to department with respect to establishing credit lines, monitoring lines, collection duties for overdue accounts. Conducts all tasks according to established health and safety policies and procedures

Key Responsibilities:

• Prepare invoices received by mail or department managers for our payment process as described by our Internal Procedures.
• Import bills from Transplus/ DataDis (excluding JE) to NetSuite.
• Import POs from TMW/ Transplus to NetSuite
• Process Webexpenses and employee reimbursements (outside of payroll).
• Maintain a daily working relationship with department managers on A/P matters, including obtaining approval on invoices, following through on problem invoices, providing information on account coding and retrieving invoices for information or special projects.
• Maintain a positive relationship with our vendors when they call inquiring about procedures for payment, schedule of payments, short payments or payments being declined.
• Set up of new vendors in the accounts payable section of NetSuite under Internal procedures rules and obtain WSIB clearance certificates for applicable vendors.
• Responsible for EFT and cheque runs each month.
• Responsible for daily payments as required.
• Responsible for month end procedures as they relate to A/P. Other month end activities include running G/L accounts and open payable reports as required by managers. Update daily exchange rates in TMW/ Transplus and email to the applicable team group.
• Co-ordinate activities within the department to include processing invoices as described above, cheque runs, scheduled and non-scheduled payments as described above.
• Update and maintain Vendor Listing for Active Vendors including update of WSIB clearance certificate for applicable vendors.
• Responsible for maintaining and purchasing the stock of essential office supplies.
• Review vendor statements to ensure accounts are current, and any discrepancies can be rectified immediately.
• Training individuals to become part of the Accounts Payable Team.
• Supply information as requested during audits.
• Other duties as assigned

Accounts Receivable Clerk

• Create new accounts for customers in Transplus & NetSuite.
• Import, correct and post all invoices from billing department.
• Daily entering and posting of deposits, including direct deposits.
• Billing adjustments or send notice of balance due if necessary.
• Maintain report for monthly deposits.
• Monitor all receivables accounts, contact customers about past due invoices, delinquent accounts, short payments, unapplied cash etc. Check websites.
• Deal with day-to-day customer inquiries.
• Account auditing when necessary
• Any/all month end/year end functions.
• Work required for auditors
• Daily Mail run and bank run as required- may need site level assistance.
• Maintain spreadsheet of notes for accounts to keep current
• Running credit profiles through current credit site.
• Other duties as assigned.

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