Main purpose of role:
Ensure day to day recording of transactions in payables
Ensure raising Retro PO where PO is not raised by the relevant units
Ensure Reconciliation of vendors monthly
Make monthly accruals for expenses and preparation of variance analysis dashboard
Manage the Prepaid expenses of the group entities.
Handling queries from Customers (Internal and External)
Prepare AP related Audit schedules and MIS.
Key result areas:
Re-referencing of invoices to a proper legal entity
Process SRN within 1 working day from the date of receipt of invoice
Process invoice within 1 working day from the date of final release of SRN
Co-ordinate with internal customers and external vendors to ensure invoices are addressed to proper / correct legal entities.
Escalation of issues to the Manger if things are not sorted out within stipulated timeline
To raise a retrospective PO where PO is not raised by relevant units
Reply to internal / external queries within 24 hours of receipt of queries
Keeping track of GRNI
Follow-up of quality block invoices
Ensure Vendors paid on time
Review of debit balances in creditors
Review of all open POs raised on a weekly basis
Suggest advance payments on a weekly basis
Ensure allocations and contra postings (receivable/payable) are done on a weekly basis
Ensure no pending invoices at the end of the month against all approved SRNs
Reconciliation of vendors on a monthly basis
Keeping track of advance and direct debit payments & follow up for invoices
Managing Prepaid expenses
Preparation & Analysis of Increase/Decrease in Creditors on a monthly basis
Ensuring invoices are recorded in proper / correct legal entities
Ensure there is no duplication while raising retrospective PO
Ensure escalation if the queries are not addressed by vendor / internal customers within stipulated timeline
If the resolution of query can’t be addressed in 24 hours, then to acknowledge the receipt and agree a timeline for resolution
Keeping track of GRNI on a regular basis – should not be more than a month
Ensuring vendors paid on time – nothing should go beyond 60 days
Review of Open POs to ensure proper GL & CC used
Suggest advance payments where agreed after proper approval
Allocations to be done after approval from the relevant units wherever applicable (generally this should be taken care of while posting the invoice itself)
Ensure all invoices are posted against approved SRNs
Reconciliation of vendors (80:20 principle) by 25th of every month
Ensure reconciliation items are sorted out prior to next reconciliation
Ensure invoices are received against advance payments made within agreed timeline
Monthly Purchase Order/Manual accrual postings and preparing the PO accrual variance analysis dashboard.
Preparation of Monthly Audit Schedules.
Preparation & Circulation of KPI matrix of the PL team.
Monthly GL review to identify variance over previous month.
Preparation & Analysis of Increase/Decrease in Creditors on a monthly basis.