Description
Process and record vendor invoices and payments, ensuring accurate coding, approvals, and timely disbursements. Reconcile accounts payable records, resolve discrepancies, and maintain vendor files and tax compliance. Support month-end close and provide reports on payables and cash requirements while adhering to internal controls and policies.
- • Receive, review, and verify vendor invoices, purchase orders, and receiving documents for accuracy and proper authorization.
- • Perform three-way matching of POs, receipts, and invoices; resolve quantity, price, and tax variances.
- • Code invoices to general ledger accounts, cost centers, and projects per company policy.
- • Enter and post invoices, credit memos, and adjustments in the accounting/ERP system.
- • Schedule and process payments (checks, ACH, wires) in accordance with vendor terms and cash flow.
- • Apply credits and early-payment discounts accurately.
- • Reconcile the accounts payable subledger to the general ledger; research and correct discrepancies.
- • Prepare AP aging, open items, and weekly cash requirements reports.
- • Respond to vendor and internal inquiries; provide payment status and remittance details.
- • Maintain vendor master records, including setup, W-9 collection, terms, and banking details with proper controls.
- • Review invoices for proper sales/use tax; calculate and accrue use tax when required.
- • Process employee expense reports; verify receipts, coding, and policy compliance.
- • Reconcile corporate credit card and P-card statements and post related transactions.
- • Monitor AP inbox and workflow queues; route, track, and follow up on approvals.
- • Prepare and execute check runs; obtain approvals and safeguard check stock and payment files.
- • Investigate duplicate, fraudulent, or past-due invoices; prevent and correct errors.
- • Reconcile bank disbursements and match cleared payments to AP transactions.
- • Coordinate returns and RMA credits with procurement and receiving.
- • Maintain organized electronic and physical files for invoices, payments, and supporting documentation.
- • Comply with federal, state, and company policies, internal controls, and SOX requirements where applicable.
- • Assist with month-end and year-end close by accruing expenses and preparing schedules.
- • Support 1099 preparation and annual vendor reporting; ensure W-9s are on file.
- • Generate and distribute AP metrics and KPIs to management.
- • Process recurring payments such as rents, utilities, leases, and tax remittances per schedules.
- • Participate in system improvements and AP automation initiatives.
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Financial Services
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O*NET occupational data (work activities, skills, knowledge).
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Last reviewed: Jan 2026
