AP Specialist: 3-Way Matching & Dropship Tracking

Unplugged Performance INC.; Hawthorne (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Unplugged Performance INC. is seeking an Accounts Payable Clerk to support our accounting and purchasing operations in a fast-paced, transaction-heavy environment.

The role emphasizes three-way matching, drop-ship order tracking, and cross-system reconciliation to ensure accurate invoicing and timely payments. The ideal candidate will be highly organized, adept at researching discrepancies, and capable of navigating multiple systems to verify vendor invoices, PO, POD, and delivery records prior

Qualifications

• 2+ years of accounts payable or bookkeeping experience.
• Experience processing and reconciling vendor invoices.
• Understanding PO/POD/invoice matching and supporting documentation.
• Experience with QuickBooks Online or similar ERP software.
• Ability to navigate multiple software systems and data comparison.
• Strong attention to detail and follow-up skills.

Responsibilities

• Perform three-way matching of purchase orders, proof of delivery/receipt, and vendor invoices before invoices are approved for payment.
• Verify that quantities, pricing, part numbers, freight, taxes, and other charges agree across supporting documents.
• Confirm that goods or services have been received or delivered before processing invoices for payment.
• Identify missing POs, PODs, receiving records, invoices, or other supporting documentation.
• Investigate discrepancies between ordered, received, and invoiced quantities or amounts.
• Work with Purchasing, Receiving, Operations, Sales, and vendors to resolve discrepancies.
• Ensure exceptions are properly documented and approved before payment.
• Prevent duplicate, unsupported, or incorrect invoices from being processed.
• Track drop-ship purchase orders from vendor order placement through delivery to the customer.
• Maintain visibility of all open and outstanding drop-ship orders and proactively follow up on orders that have not shipped or been delivered.
• Obtain and maintain vendor shipping confirmations, tracking information, and proof of delivery.
• Verify customer delivery before completing the three-way match and approving the related vendor invoice for payment.
• Match the purchase order, vendor invoice, and customer delivery documentation to ensure products, quantities, and amounts are accurate.
• Identify drop-ship orders that have been invoiced by the vendor but do not have confirmed delivery.
• Research orders that are open, partially shipped, backordered, canceled, returned, or otherwise incomplete.
• Follow up with vendors regarding missing tracking information, delayed shipments, backorders, shortages, and other fulfillment issues.
• Coordinate with Sales, Purchasing, Customer Service, and Accounting to resolve drop-ship discrepancies.
• Track replacement shipments, returns, credits, and canceled orders through final resolution.
• Ensure completed drop-ship orders are properly documented and closed in all applicable systems.
• Maintain an organized record of outstanding drop-ship orders and issues requiring follow-up.
• Work within both the company’s ERP/operational system and accounting system.
• Compare purchasing, receiving, invoicing, and payment information between systems.
• Identify transactions that exist in one system but are missing, duplicated, or incorrectly recorded in the other.
• Reconcile vendor balances and open AP activity between systems.
• Reconcile drop-ship activity between the ERP, vendor documentation, and accounting records.
• Research differences in invoice amounts, payment status, credits, deposits, receiving status, and outstanding balances.
• Ensure corrections are accurately reflected in both systems when appropriate.
• Maintain supporting documentation for reconciliation and audit purposes.

Skills

Accounts payable

Vendor invoicing

Excel

Discrepancy research

Inter-system reconciliation

Vendor communication

Month-end close support

Detail-oriented

Tools

QuickBooks Online

ERP systems

Job description

Unplugged Performance INC. is seeking an Accounts Payable Clerk to support our accounting and purchasing operations in a fast-paced, transaction-heavy environment.

The role emphasizes three-way matching, drop-ship order tracking, and cross-system reconciliation to ensure accurate invoicing and timely payments. The ideal candidate will be highly organized, adept at researching discrepancies, and capable of navigating multiple systems to verify vendor invoices, PO, POD, and delivery records prior