1. Collate suppliers documentation for processing, matching
invoices and delivery dockets with the corresponding purchase order.
2. Ensure a “3-way match” – a properly approved (and issued)
purchase document and a properly signed receiving document, both of which
match the invoice submitted by the supplier.
3. Review Daily Receiving Summary from Cost Dept, check if general
ledger codes are correct, and ensure that Receiving Records are totaled
correctly.
4. Ensure all credit notes are posted correctly to reconcile with
suppliers statements and printed on the remittance advice.
5. Input Payment Voucher and Check/Remittance Payment into the A/P
system.
6. Reconcile invoices with statements.
7. Prepare cheques for approval on a weekly basis. Cheques collection log must be managed by
an employee independent of accounts payable function。
8. Maintain cheque issue log.
9. Have all invoices cancelled after payment.
10. Reconcile supplier statements on a monthly basis with hotel
receiving records and follow up on any discrepancies.
11. Maintain cheque batch register report and balance to General
Ledger on a monthly basis.
12. Generate accounts payable subsidiary detail on a monthly basis
and reconcile it to the general ledger total.
13. Maintain an effective filing system. Sort all unpaid invoices by supplier code
and paid invoices by the month of payment.
Payment records must be retained for auditing and tax purposes for up
to ten years.
14. Answer all reasonable supplier requests in a professional and
courteous manner.
15. Produce and review monthly A/P Distribution Report and perform
the A/P month end close.
16. Prepare Accrual Journal at month end for regular suppliers and
delivery unpaid vouchers for amounts greater than RMB 500.00.
17. Prepare vendor change master report on a monthly basis.
It is not the intention of this Position Description to provide
an exhaustive list of job duties. It
provides a focal point to the incumbent in the hope that they will develop
the job further. From time to time and in line with managerial priorities, it
is expected that the incumbent will work as and where directed by management
and in line with improving customer service.
1. 对比供应商文件，处理和匹配发票并递送与采购订单相对应的票据。
2. 确保“三项匹配” – 一份被正确认可的采购文件、一份被正确签署的收货文件、上述两份文件必须与供应商提供的发票相匹配。
3. 审阅成本转来的每日收货汇总表，检查总分类帐的帐号是否正确并确保收货记录被正确汇总。
4. 核对供应商结帐单，确保所有的付款凭证正确寄出并打印在汇款通知上。
5. 将付款凭证及支票/汇款输入应付帐款系统。
6. 核对发票与结帐单一致。
7. 每周准备需审批的支票。支票登记簿必须由独立于应付帐款职能的员工保管。
8. 准备支票签发日志。
9. 付款后注销发票。
10. 每月按酒店收货记录核对供应商结帐单，追查任何有出入的地方。
11. 准备支票批量登记报告并且每月与总分类帐对平。
12. 每月准备应付帐明细报告并与总分类账核对。
13. 维持有效的文档系统。未付款的供应商发票按供应商编码排列，已付款的供应商发票按付款的月份排列。付款记录必须保存十年以备审计和税务检查之用。
14. 用专业的和谦逊的态度回答供应商所有合理的请求。
15. 制作和审阅每月应付帐款分配报告，完成应付帐款月末结算。
16. 在月末准备常规供应商和数额超过500元人民币尚未支付的送货票据的计提凭证。
17. 每月准备供应商信息变更报告。
