AP Accountant (Temporary 7 Months)

- Match Invoice with Goods receipt and Purchase Order to Purchase Order of Material Code
• Collect below documents to have a full set of FI document
• Invoice & Purchase order from planning team
• Delivery Note on server scanned by warehouse team
• Check FI document to make sure invoice correct and comply with tax local requirement as follow
• Make sure information of Invoice correct such as seller name/buyer name/tax code/address/signature of buyer/seller stamp/amount in word align with amount in number
• PO has full signature of GD/Head Department and Company stamp
• Delivery Note has the signature of receiver and deliver
• Match Invoice with Goods receipts and PO one by one as follow
• Check price of invoice and PO
• Check quantity of invoice with Goods receipt posted by warehouse team
• Search Delivery Note on server then enclose with invoice and PO
• Process in SAP
• If price and quantity of invoice matched with PO and Goods Receipt, she posts to SAP system then archive waiting for payment
• If she finds out any wrong about price/quantity she will reject to planning team/sourcing team to correct
• If she finds out any wrong of tax code, company name, ...She has to process adjustment under tax regulation as follow
• Wrong tax code/invoice date -> ask vendor cancel invoice issued and issue new invoice
• Wrong amount in number and amount in word of invoice -> ask vendor issue one adjustment invoice enclose one adjustment letter with the signature of authorized person of seller and buyer
• Wrong others (company name/address) -> ask vendor issue adjustment letter with the signature of authorized person of seller and buyer
• If we don't correct as local tax requirement, we cannot claim VAT/recognize deductible expense
For overseas vendor:
• Collect below document to have a set of FI document comprises
• Invoice/Packing list/Bill of lading from logistics team
• Purchase order from planning team
• Declaration customs form from logistics team
• Match Invoice with Goods receipts and PO one by one as follow
• Check price of invoice and PO
• Check quantity of invoice with Goods receipt posted by warehouse team
• Check information on declaration customs form with information on invoice
• Process in SAP
• If price and quantity of invoice matched with PO and Goods Receipt, she posts to SAP system then archive waiting for payment
• If she finds out any wrong about price/quantity she will reject to planning team/sourcing team to correct
• If she finds out any mismatch between Invoice and Declaration Customs Form with Invoice such as Invoice Number/Seller Name/Buyer Name/Currency, she will reject to logistics team for checking
• Any mismatch between Declaration customs form and Invoice, the bank doesn't process payment to vendor
- Monitor the balance of vendor overseas and local
• As requirement of vendor, she checks and gives vendor feedback on the balance of vendor via mail or letter
• As requirement of auditor, she will complete form of reconciliation as the template of auditor with vendor yearly
• Make sure the balance of vendor on SAP system always matched with the balance of vendor thru process reconciliation regularly
- Prepare weekly payment
• To comply with requirement of the bank and internal process for payment to supplier, weekly she has to prepare all supporting document in due date and pass them to treasury accountant to execute payment in time
• Payment process as follow
• Payment will be processed weekly
• On every Monday, she has to extract data from SAP and compare with real FI document to make sure every FI document aligned before process payment
• Then she passes all FI document to treasury with detail in excel. This step will help treasury accountant easy to execute next step
- Scan Invoice and Declaration Customs Form and PO in server
• To help logistics team in making CO and liquidation import tax, she has to scan and save all declaration customs form and local invoice to server
• Besides she has to archive all original declaration customs form and show to logistics team when they need
• To submit PO to the bank, she has to scan all PO to server as well
- Provide FI document as per requirement of external auditor: Prepare FI
documents
- Support tax accountant when tax auditor come
• Prepare FI documents
• Take FI documents based on the list of local tax requirement