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Specialist I, Accounts Payable-4

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Copeland

Nov 1, 2024

  • Job
    Full-time
    Entry, Junior & Mid Level
  • Data
    Accounting & Tax
  • Quezon City
  • Quick Apply

AI generated summary

  • You must have experience in data entry, invoice validation, exception handling, and email triaging. Proficiency in analytics and familiarity with OCR tools is essential.
  • You will validate invoices, manage expense claims, perform data analysis, communicate issues, triage emails, and upload documents to the OCR tool while ensuring compliance with procedures.

Requirements

  • Enters approved expense claims / good invoices submitted to the database in Accounting System
  • Performs data validation/ verification to achieve SOP on data consistency
  • Validates and checks purchase order requirements for correctness and applicability (2-way, 3-way, 4-way match)
  • Validate approval, completeness and correctness of invoice details and encodes into system
  • Analyze and provides input for exception items during invoice matching
  • Implement the non standard corrective actions (analyze and correct specific resolved line item, apply credit note or debit note approved, etc. ) based on the resolution provided on invoice processing of Escalated/ Resolved aged items
  • Perform AIM -Automatic Invoice Matching Process
  • Analyzes gathered information & data using descriptive analytics (basic mathematics & comparative analysis)- Download exception reports for AIMS Success Rate Report and Manual Interface Issue.
  • Analyzes gathered information & data using diagnostic analytics (root cause analysis, gap analysis) - Creates Failure Analysis reports (Watchout List)
  • Matches off aged unvouchered purchase orders as instructed by the counterparts
  • Communicates issues/concerns regarding disputes encountered by compiling all pertinent details in Share Point - With Issues Control Sheet.
  • Investigates and log exception items for resolution
  • Browsing, triaging, and responding to simple email inquiries received.
  • Check if the email received is within the scope of the team.
  • Triage the email to correct person who will handle and respond to the email.
  • Identifying urgent requests or matters needing immediate attention (e.g. credit holds) and notifying the concerned AP staff, Team Lead and Manager.
  • Sorting, collating, and merging pages of invoices received in emails, in preparation for uploading in OCR tool.
  • Upload invoices to OCR tool (e.g.Brainware, Dataserve)
  • Special Handling Uploads (e.g. attachment of emails to invoices uploaded, uploading debit memos to Onbase…etc)

Responsibilities

  • Enters approved expense claims / good invoices submitted to the database in Accounting System
  • Performs data validation/ verification to achieve SOP on data consistency
  • Validates and checks purchase order requirements for correctness and applicability (2-way, 3-way, 4-way match)
  • Validate approval, completeness and correctness of invoice details and encodes into system
  • Analyze and provides input for exception items during invoice matching
  • Implement the non standard corrective actions (analyze and correct specific resolved line item, apply credit note or debit note approved, etc. ) based on the resolution provided on invoice processing of Escalated/ Resolved aged items
  • Perform AIM -Automatic Invoice Matching Process
  • Analyzes gathered information & data using descriptive analytics (basic mathematics & comparative analysis)- Download exception reports for AIMS Success Rate Report and Manual Interface Issue.
  • Analyzes gathered information & data using diagnostic analytics (root cause analysis, gap analysis) - Creates Failure Analysis reports (Watchout List)
  • Matches off aged unvouchered purchase orders as instructed by the counterparts
  • Communicates issues/concerns regarding disputes encountered by compiling all pertinent details in Share Point - With Issues Control Sheet.
  • Investigates and log exception items for resolution
  • Browsing, triaging, and responding to simple email inquiries received.
  • Check if the email received is within the scope of the team.
  • Triage the email to correct person who will handle and respond to the email.
  • Identifying urgent requests or matters needing immediate attention (e.g. credit holds) and notifying the concerned AP staff, Team Lead and Manager.
  • Sorting, collating, and merging pages of invoices received in emails, in preparation for uploading in OCR tool.
  • Upload invoices to OCR tool (e.g.Brainware, Dataserve)
  • Special Handling Uploads (e.g. attachment of emails to invoices uploaded, uploading debit memos to Onbase…etc)

FAQs

What is the main responsibility of a Specialist I in Accounts Payable?

The main responsibilities include processing invoices and expense claims, ensuring data validation and verification, managing issues and exceptions, handling mailbox inquiries, and preparing invoices for upload.

What qualifications or experience are needed for this position?

While specific qualifications are not mentioned, generally, a background in accounting or finance and experience in accounts payable processes would be beneficial.

What tools or systems do we use for invoice processing?

We use various tools including an Accounting System, OCR tools such as Brainware and Dataserve, and Share Point for managing issues and exceptions.

How does the company support professional development?

The company invests in the development of its employees from onboarding through to senior leadership, providing opportunities for personal and professional growth.

Is there a focus on sustainability in the company’s operations?

Yes, the company is committed to sustainability and aims to reduce carbon emissions and improve energy efficiency through its innovative HVACR technologies and cold chain solutions.

What benefits are offered to employees?

Employees receive flexible and competitive benefits plans, including flexible time off, paid parental leave, vacation, and holiday leave.

How does the company uphold diversity, equity, and inclusion?

The company is committed to creating a diverse, equitable, and inclusive culture, ensuring that every employee feels welcomed, respected, and valued for their unique perspectives and experiences.

What is the company’s stance on equal opportunity employment?

The company is an Equal Opportunity/Affirmative Action employer, ensuring that all qualified applicants receive consideration for employment without discrimination based on various protected categories.

Are there opportunities for recent graduates in this role?

Yes, the company welcomes recent graduates and offers opportunities to innovate and make an impact in their careers.

Can I expect to collaborate with a team in this role?

Yes, collaboration is a key part of the company culture, and employees work together towards common goals.

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Copeland

Manufacturing & Electronics
Industry
10,001+
Employees

Mission & Purpose

We are a global climate technologies company engineered for sustainability. Today, we are building on our 100-year legacy through industry-leading innovation, putting Copeland at the forefront of positive change. We create sustainable residential, commercial and industrial spaces through HVACR technologies. We maintain the integrity of goods throughout the cold chain. And we bring comfort to people globally.