S.T.S JOB DESCRIPTION

Transcription

1 S.T.S JOB DESCRIPTION Accounts Team Accounts Clerk (Class Two) Reports to: Accounts Office Manager Employee: UGENERAL An Accounts Clerk must be well organised, have good numeracy skills and be able to communicate at all levels. The primary role is the collation and processing of supplier invoices, resolving discrepancies and settlement of authorised invoices in accordance with agreed payment terms. All aspects of maintaining an accurate purchase ledger at all times are required. The secondary role of Sales Ledger Receipts processing is to be undertaken when required. Cash allocation, maintaining expenses and the Trust Bank Account are the primary aspects of the Sales ledger Receipts role but daily assistance with Credit Control and general invoice queries may be required. The maintenance of the company s accounting records is a collective responsibility and each member of the accounts team will be required to assist accounts colleagues with any other tasks required of the accounts department. This includes but is not limited to collation and mailing of customer invoices & statements, mailing of Marketing Material, taking account credit card payments, maintaining Supplier Discounts File, etc. UJOB OBJECTIVES UPurchase ledger Ensure all supplier invoices & staff expense forms are matched to supporting authorised documentation and processed accurately. All discrepancies arising from this process are resolved and where needed credit note requests are raised. Accurately collate and run cheque runs prior to due dates and check for completeness and correctness. Reconcile purchase ledger balances to supplier statements. USales ledger Ensure that all payments received are accurately listed and allocated to the customers account. Assist in resolving any customer queries arising from remittance advices. UOther Assist Accounts colleagues with other administrative tasks, including but not limited to the despatch of invoices & statements and any marketing material, taking customer credit card payments, maintaining supplier and customer rebate file, vehicle repair file etc.

2 1. Confirmation of Stock Received and Receipted Check the supplier delivery notes against the purchase order and the RCT transaction on the system. Any discrepancies should be noted, reported and resolved. Discrepancies e.g. short delivery, wrong goods, damaged goods etc., should be reported to the warehouse to undertake a stock count on the goods in question. If these checks show a fault on behalf of the supplier a call to resolve the problem should be made. If a credit is due to STS a credit note request should be raised. Any purchase order without prices should be re-printed and attached to the delivery note. Any delivery notes without a purchase order attached should have a re-print done and attached All completed purchase orders and delivery notes should be filed alphabetically in the outstanding P/O awaiting invoices file. All delivery notes to be matched to purchase orders on day of receipt. Inform warehouse of errors immediately. Inform suppliers of unsolved errors within 72 hours of discrepancy. On processing delivery note.. 2. Collate Supplier Invoice to Purchase Order/Delivery Note & Process Invoices match & check: Invoices should be attached to corresponding P/O. Check invoice against the purchase order. Any discrepancies should be recorded on the invoice and then a copy taken. Invoices should be placed in a query file whilst under investigation. Invoices in the discrepancy file must be resolved or processed on hold by the end of the month they are received. Price Discrepancies Price discrepancies must be reported to the Purchase Order Clerk if a telephone call to the supplier cannot resolve the discrepancy. If the invoiced price is incorrect after these checks and STS are due a credit, a credit note request should be raised. Stock Discrepancies - Duplicate invoices - Over / under delivery A call to the supplier for a proof of delivery must be made where purchase orders/delivery notes are not available. If this does not resolve the problem it must be reported to the Stock Control Assistant. If after checks the supplier is at fault a credit note request must be raised.

3 Templates - any invoices for templates must be photocopied and matched with the corresponding sales invoice and passed to the Sales Ledger Clerk dealing with credit notes. Templates - any invoices for templates must be photocopied and matched with the corresponding sales invoice and passed to the Sales Ledger Clerk dealing with credit notes. Completed invoices should be processed accurately on the system and once entered filed in alphabetical order in monthly envelopes. 3. Overheads All non stock invoices must be coded with the appropriate nominal code and then passed to the relevant person for authorisation. Once authorised, the invoice must be processed and then filed alphabetically in a monthly file. Identify where possible unusual or incorrect overheads Deal with all queries arising from overheads. Identify unusual overhead activity and bring to the attention of the Accounts Manager 4. Reconciling Supplier Statements Supplier Statements Monthly Reconciled on a monthly basis. Check the supplier statement against the age creditor list. Request copies of any credit notes or invoices on the supplier statement but not on STS purchase ledger. Advise supplier of invoices still on hold awaiting credit. (Outstanding credit note request). 5. Payment Management Control Collate Print Check & Run Cheque Runs Prior to Due Dates as follows: 15th Selected Suppliers 20th Discount and selected suppliers 25th Discount and selected suppliers Last Day of Month discount and selected suppliers Print & Run through & highlight ALL Q except Sundries Account Run off no earlier than 3 working days before due date, excepting bank holidays & signatory availability (holidays)

4 Re- Print only highlighted accounts Tick back Compare with original print ensure none missed & query value differences. Check any with discount as they need manually adjusting. Print cheque listing put on Managers Desk for checking & signature. Available Director must sign all a cheques. Upon signing copy of cheque list to Assistant Manager & keep Cheques in Safe Post as Priority Discount listed cheques as agreed with Assistant Manager Details of regular BACS Payments passed to Assistant Manager or Manager in time for payment by due date Update Supplier Account as a Payment Post cheques as instructed 6. Expenses and Petty Cash Staff Expense Forms (Cash & Credit Card)s must be coded with appropriate nominal code and then processed and filed alphabetically in a monthly file. Petty Cash account is accurately and efficiently maintained 7 Sales ledger - Allocation of Receipts List the cheques received on the bank pay-in control sheet, as per its column headings, ensuring the deposit amount agrees with the total value of cheques being banked. Write up the pay in receipt (this is the same value as the deposit amount). Give the pay-in envelope to the appropriate individual to deposit Post daily the data on the bank pay-in control sheet to the system. Advise the customer if there is a difference/discrepancy between STS s system and their payment. If a request for credit or query is received with a Cheque, give a copy of the request or query to the Sales Ledger Accounts Manager. BACS/ Auto Payments : From the Lloyds bank statement, list the receipt on the bank pay-in control sheet. The deposit amount equals the amount/receipt on the statement.

5 Post the data on the bank pay-in control sheet to the system. Advise the customer if there is a discrepancy between STS s system and the BACS auto payment receipt. Bounced Cheque : Post the cheque value of the bounced cheque to the customer account and advise the Credit Controller. Discount Adjustments : Post small differences as discount and net off the corresponding entries. Match the corresponding invoice and credit as per the data received from the Sales Ledger Account Administrator. 8. Health & Safety at work Health & Safety Training and guidelines are to be adhered to at all times. View the following safety DVD s and complete a signed record to be made of your awareness to be placed on your personnel file. DVD s include Manual Handling, Fire Safety Essentials & Health & Safety Induction. For good housekeeping to be maintained. To report immediately to your Manager any hazard you may notice in order that the necessary Health & Safety Report may be completed and filed. 9. General Deal with telephone enquiries from suppliers, account customers and staff and where appropriate resolve enquiries. File and maintain all sales /purchase ledger paper records and maintain petty cash records. Assist generally where required in accounts department Work and follow operational procedures Adhere to all rules in the company handbook Be punctual and professional Ongoing Ongoing This Job Description is demonstrative only and not exhaustive. It does not preclude the Company from introducing amendments or additions at any future date to the duties described, as necessary from time to time. I have read, understand and agree with the contents of my job description Signed