A/P Clerk

Frank's Supply Company, Inc.; Los Lunas (NM); On-site; USD 38,000 - 54,000; Full time

Job summary

Frank's Supply Company, a major supplier of construction tools and equipment, seeks an Accounts Payable Clerk for our Albuquerque location. The role focuses on processing vendor invoices, ensuring accuracy, and disbursing funds in a timely manner.

The position entails setting up new vendors, reconciling accounts, and supporting month-end close activities to maintain strong supplier relationships and accurate financial records.

Responsibilities

• Process vendor invoices daily and ensure accuracy.
• Determine accounting period from receiving date for proper recording.
• Charge costs to correct store/GL account.
• Voucher invoices by matching PO and receiving report.
• Verify terms and discounts; ensure vouchered amounts align with invoices.
• Print voucher reports to provide an audit trail.
• Investigate discrepancies between invoice, receiving report, and PO; contact vendor if needed.
• Approve employee expense reports before payment.
• Process disbursement checks weekly and mail them.
• Print check register for accounting records.
• Set up new vendors using approved vendor information forms and credit applications.
• Enter vendor into AP system after vendor approval.
• End-of-month close tasks: review unvouchered invoices and reconcile GL inventory.
• Reconcile petty cash during month-end closing.

Job description

Frank's Supply Company is a major supplier of construction tools and equipment with our focus on both sales and rental. We are currently seeking an A/P Clerk for our Albuquerque location.

Summary of Position Responsibilities:

The accounts payable clerk is responsible for processing vendor invoices for payment, ensuring the validity and accuracy of vendor invoices, assigning the cost of the various goods and service purchased to the appropriate general ledger account, and disbursing funds for various liabilities according to agreed upon terms and conditions. It is through this position that the liability for the cost of goods and services consumed by the Company is properly recorded and ultimately paid. This position plays an important role, through the accurate and timely payment of obligations, in maintaining good relations with the numerous suppliers that the Company depends upon for successfully conducting business.

Specific Tasks and Responsibilities:

Process of vendor invoices (daily) which includes:

1. Determine that goods or services have been received and the date received
2. Using the receiving date, determine the appropriate accounting period that the goods or services should be recorded to
3. Determine that costs are being charged to the appropriate store or profit center and general ledger account code
4. Voucher into the accounts payable system the vendor invoice by matching quantities, part numbers, and prices to the purchase order and receiving report
5. Verify terms and due date are correct in the computer for the vendor and that all available discounts are taken
6. Check that the amount vouchered into the computer system agrees to the total of vendor invoices and print the voucher report as an audit trail
7. Investigate and resolve any discrepancies between vendor invoice, receiving report and purchase order. If the Company has been billed incorrectly, it may be necessary to contact the vendor for proof of delivery. It may also be necessary to short pay an invoice by issuing a debit memo with an explanation for short payment
8. Employee expense reports, employee advance, etc. should be approved by appropriate manager before processing for payment

Processing of disbursement checks which includes:

1. Print the checks on a weekly basis, attach appropriate documentation and mail
2. Print check register

Set up new vendors as requested which includes:

1. Obtain approved and completed vendor information sheet
2. Send credit application along with trade references to the vendor
3. Upon approval from vendor, set up vendor in accounts payable system

End of month closing of accounting period which includes:

1. Review unvouchered report to ensure all invoices have been entered for that accounting period
2. Reconcile general ledger inventory amount to perpetual inventory amount and investigate any discrepancies
3. Reconcile petty cash

EQUAL OPPORTUNITY EMPLOYER MINORITY / FEMALE / VETERANS / DISABLED

Frank's Supply is proud to be an equal opportunity employer. All qualified applicants will receive consideration without regard to race, creed, gender/sex, marital status, sexual orientation, gender identity, citizenship status, color, religion, national origin, age, disability, veteran status, or any other status protected under local, state or federal laws.