Accounts Payable Executive

Job Description

1.     Generate GL journal batch in SAGE : -

-         update the journal no, period & date to current month or last day of the month

-         review monthly recurring journal to ensure accruals and provisions are adequate.

-         prepare journal voucher forms in Excel for approval. Ensure account code & description are correct & agree to those input in SAGE

2.     Data entry of journal for non-recurring journal e.g. adjustment, reclassification or reversal of account

3.     Prepare journal voucher forms in Excel for approval. Ensure account code & description are correct & agree to those input in SAGE

4.     Posting of GL batches in SAGE

-         Batches from sub module - AP, AR, IC, OE, PM& PO)

-         GL journal batch (Provisional)

-         GL journal batch (Actual)

5.     Check bank accounts in GL & perform bank reconciliation in SAGE. Any discrepancy, check immediately

6.     Check cash sweep account (In-House Bank) in GL& ensure the balance are tally with DB MIS report. Any discrepancy, check immediately

7.     Prepare balance sheet schedule.        

               - PO Clearing - AP

8.     Reviewing & analyse GL, if necessary, do reclassification or adjustment, in SAGE, in the following month.

-         (BS items - can be done while preparing BS Schedule)

-         (PL items - use monthly Cost of Organization "Coo" report for individual department costs)

9.     Preparation of liquidity report - reporting of bank, cash & cash sweep month balances

Submit to Melanie for review prior to submission"

10.  Prepare and submit cashflow report. Must approved by Tan Yam Ling before submission

-         (Cash inflow - AR aging & prognosis as reference)

-         (Cash outflow - AP aging & previous months outflow amount as reference)

11.  GST Filing:

-         prepare GST Input report. Tax tracking report as reference. Ensure amount claim tally with GL

-         review GST Output. (prepared by AR Accountant).

-         prepare GST return, Form 5.

12.  Inventory- input stock adjustments into SAGE. Do take note of the account code. Only stock written off is posted to stock obsolete account

              (STORE -inventory adjustment)

13.  Email Coo report to each HOD on month basis. Answer query from HOD, if any.

During month end closing:

1.     Ensure all invoice, payment and adjustment batches are posted.

(Posting should be done at end of every week. At month end, make sure no missing unposted batches)      

2.     Print AP aging reports and reconcile to Balance. Any discrepancy, check immediately         

3.     Prepare AP interco outstanding balance in Excel format for ICR uploading. Any discrepancy, check immediately        

4.     Reconciliation of AP intercompany balances in POE (SAP System). Any discrepancy, check immediately

Daily routine:

1.     Check service engineer OT claims

              Contract staff - submission to recruit agency

2.     Staff claims : -

-         Check staff claim & data input into SAGE. Ensure claims are in line with staff claim policy and proper GL coding

-         Prepare payment & loading into DBI

-         Submit staff claim form, DB payment listing, DB payment advice to Melanie for review

-         email to all staff informing the following submission cut off date

-         update Excel file on handphone &  taxi

3.     Request vendor SOA & reconciliation of third-party balances. Any discrepancy, check immediately

4.     Check vendors' DO against GRN report from store. Any missing DO, check with Store immediately

5.     Matching of DO with vendor (interco & 3rdparties) invoices

6.     Data input of vendor invoices (interco & 3rdparties). Ensure description, unit price & total are tally with PO before posting the invoices in SAGE. Any discrepancy, check immediately

7.     Prepare debit note request on GST, for Interco import

8.     Update subcontractor invoices in balance sheet schedule

9.     To update FA listing upon posting Fixed Assets vendor invoice Confirmation twice a year.

10.  Submission of intercompany netting notification, after Team Leader check & FC approval

11.  Prepare3rd parties payment & loading into DBI        

12.  Data entry into SAGE for those direct debit deduction from bank account, e.g. cash sweep, bank charges & etc

13.  Update invoices booked in Subcontractor Monitoring Excel File (PUR - Kellin Teo)

14.  Update invoices booked in Maintenance BTB Excel File (PUR - Russell)

15.  Create customer in SAGE

16.  Check vendor creation in SAGE. Ensure all data are correct - vendor name, address, currency & bank details

17.  Reviewal vendors (staff, interco & 3rd parties) listing & update in SAGE -inactive vendors, payment term due to change of payment method & et        

Project Job Costing:                 

1.     Create jobs in SAGE    

2.     Re-open closed jobs   

3.     Check service engineers time sheets & dataentry into SAGE & Excel (Journal voucher for TYL approval)

4.     Check project engineers time sheets & dataentry into SAGE & Excel (Journal voucher for TYL approval)

5. Run PJC reports for projects


Requirements:

Minimum 2 years relevant working experience.
Diploma and above in Accounting or relevant disciplines