AP Representative Job Description

AP Representative Job Description

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AP representative provides accounts Payable transaction processing support to deliver Accounts Payable services to customers in accordance with established Accounts Payable processes and work procedures and in compliance with Electrolux policies, Electrolux.

AP Representative Duties & Responsibilities

To write an effective AP representative job description, begin by listing detailed duties, responsibilities and expectations. We have included AP representative job description templates that you can modify and use.

Sample responsibilities for this position include:

Reveiws vendors invoices to prepare for processing, processes payments and handles vendor inquiries
Reviews and verifies the accuracy of documents (i.e., Accounting Transaction Slips, Invoice Attach Sheets), and performs checking procedures
Researches and responds to both internal and external inquireis as assigned
Maintains computer reports and files
Coding and posting of purchase-, costs invoices and expense notes into ERP system
Prepare payments batches for external vendors in the banking system
Deal with suppliers, questions/complaints and in cases where invoices are under dispute
Responsible for interacting with customers and internal departments to successfully collect payments information on past due accounts
Reviews and approves large orders on customer risk and creditworthiness and order terms
Assembles necessary documentation needed to recommend that an account be placed on hold and/or placed within an external collection agency

AP Representative Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for AP Representative

Typically a job would require a certain level of education.

Employers hiring for the AP representative job most commonly would prefer for their future employee to have a relevant degree such as Associate and Collage Degree in Accounting, Business, Associates, Finance, Technical, English, Health, Health Sciences, Computer, Math

Skills for AP Representative

Desired skills for AP representative include:

Accounting methods and business operations
Accounting principles and standards
Specifically procurement and accounts payable process workflow
Especially Word and Excel
Microsoft Applications
Accounts Payable system software
Accounts payable processes
Data warehouse packages and relational databases are
Job
Organization

Desired experience for AP representative includes:

Perform necessary research and recommend customers credit terms and limits to help the business maximize sales while limiting credit risk
Maintains records necessary to present an accurate view of conversations with customers and internal departments, which includes accurate notes within the system and maintaining an orderly filing system
Balance, reconcile and record cash entries to the general ledger and to the customer sub ledger
Ensure timely and accurate reporting of the overdue accounts to the European Credit & Collection Manager
Other duties as assigned (such as supporting finance colleagues in the daily operation and as back up)
Submit requests to establish new payees in the payables system

AP Representative Examples

1

AP Representative Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of AP representative. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for AP representative
  • Responsible for compiling amounts owed, verifying invoices, preparing vouchers, issuing checks for payment and recording transactions
  • Manage the audit of expense reports using Extensity and other Accounts Payable systems to reconcile accounts
  • May process purchase order related invoices
  • May be responsible for updating and / or keeping records
  • May send follow up inquiries on delinquent accounts
  • Complies with appropriate regulations and / or company policies / guidelines
  • Processes and verifies cash receipts, cash application, claims and / or overdue invoices
  • May be responsible for updating and / or keeping records (i.e., customer account information (balances, delinquencies, ) incomplete files, ACH information)
  • Coding and posting of purchase-, costs invoices and expense notes into the ERP system
  • Prepare payment batches for both internal and external vendors via the netting and the internal banking system
Qualifications for AP representative
  • Some accounting experience & excellent 10-key desired
  • Primary back up to payroll function maintain filing system
  • 0 to 2 years of related experience in accounting
  • Must be adaptable in using organizational skills to prioritize tasks and take ownership of work
  • Deal with suppliers’ (both IC as external) questions/complaints and in cases where invoices are under dispute
  • Ensure the month end Intercompany balances ( AP/AR ) are agreed and reconciled
2

AP Representative Job Description

Job Description Example
Our company is looking to fill the role of AP representative. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for AP representative
  • Apply cash receipts to customer invoices and proactively work with customers and bank to resolve discrepancies
  • Balance, reconcile and record cash entries to the general ledger
  • Preparation of the month end balance sheet file for review by the Finance team, ensuring all transactions are documented
  • Carry out the monthly netting cycle and cash flow requirements
  • Draw up various specs that are linked to vendor transactions (i.e GR/IR balance)
  • Management of the fixed asset register
  • Audits and ensures high execution of company security measures designed to control store and shrink
  • Research and resolve supplier disputes and issues
  • Must verify all invoices for proper approval and valid purchase order or GL numbers
  • Responsible for processing and verifying cash receipts, cash application and / or overdue invoices
Qualifications for AP representative
  • Experienced with Oracle, JD Edwards Financial Software a plus
  • Responsible for updating and / or keeping records (i.e., customer records (balances, delinquencies, ), incomplete files, credit risks, ACH information)
  • Fosters / builds relationship with other departments and / or outside agencies to resolve problems
  • May gather data to compile reports and / or create ad hoc reports
  • May lead the work of others (mentor, prioritize, delegate and review assignments)
  • Italian (Writing/Reading) Fluent speaker essential
3

AP Representative Job Description

Job Description Example
Our growing company is looking to fill the role of AP representative. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for AP representative
  • Work overtime as may be required
  • Process AP invoices including manual sorting of mail and Invoice scanning during the transition period
  • Provide support of new customer account set up process
  • Credit Card transactions, consisting primarily of refunds to customers credit cards
  • Processing and packaging for delivery, the daily invoices and billing reports that have special location instructions or requirements Vouchers, unique address, Puerto Rico stamp
  • Other ad hoc projects and requests from management as needed for invoice processing and payment activities
  • Must verify all invoices for proper valid purchase order or GL numbers in case of miscellaneous expenses
  • Full-cycle weekly/bi-weekly/monthly billings process, from setup, reconciliation, to sending invoices to internal/external clients
  • Ensure setup of business processes are in order to meet contractual obligations
  • Research source documents and prepare simple accounting reports
Qualifications for AP representative
  • Experienced with AS400, Oracle, JD Edwards Financial Software a plus
  • Must communicate professionally and effectively to clients through verbal and written means
  • Understanding of ERP system to process payments a plus
  • Associate degree or business school training preferred
  • Experienced with Oracle Financial Software and Mainframe a plus
  • Must be detail oriented exhibit strong analytical skills
4

AP Representative Job Description

Job Description Example
Our company is looking for an AP representative. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for AP representative
  • Develop and maintain positive working relationships with department, Project Managers, and internal/external clients
  • Ensure proper documentation of all business processes by sorting and/or classifying information according to enterprise record retention guidelines
  • Perform general office activities and complete special projects as assigned
  • Work closely with IT on problem recognition, resolution, enhancement, testing, and data verification
  • Process general invoices in compliance with company policies and procedures
  • Audit and process employee expense reports for payment in compliance with the company’s current Employee Travel and Expense Reimbursement Policy
  • Prepare, process, and distribute invoice and employee expense report payments on a recurring schedule and/or as requested
  • Maintain applicable accounts payable files in adherence with the company’s policies and procedures, and in compliance with IRS statutes
  • Serve as the primary point of contact for customers and/or vendors
  • Prepare reports on a recurring schedule, and/or as requested
Qualifications for AP representative
  • Knowledge of using imaging software preferred
  • Bachelor’s degree in Business strongly preferred
  • Three to five (3-5) years of professional work experience in the accounting field
  • Open to short term travel as project accounting support
  • Experience using general office equipment and computer programs
  • Deadline driven and customer-service oriented
5

AP Representative Job Description

Job Description Example
Our innovative and growing company is looking for an AP representative. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for AP representative
  • Oracle AP Systems balancing (To Oracle AP, Automatch and Source Systems) for special vendor invoices
  • Assist with processing invoices related to expense and trade
  • Receive drop ship purchase orders to facilitate billing and payment
  • Perform vendor reconciliations and settlements
  • Support Supply Chain Finance process by handling onboarding, setup and payment processing
  • Handle internal check processing reconciliations (Foreign, Supply chain, Liquidation, P999)
  • Research open purchase orders with special vendors to ensure payment processing
  • Invoice archiving support and maintenance
  • Research and correct all aged invoices, aged creation, vendor credit memo to ensure each is processed
  • Root cause identification of vendor issues with education on how to minimize future disputes
Qualifications for AP representative
  • Must be able to handle confidential information in a mature manner
  • Comfortable in a fast-paced environment with the ability to multitask concurrent priorities in an organized manner as to maintain a high volume of customer requests
  • Maintain positive relationships with customers and/or vendors through outstanding customer service
  • Three to five (3-5) years' professional experience in the accounting field
  • Must be open to short term travel as project accounting support
  • Analytical – Synthesis complex or diverse information

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