AP Supervisor

JOB DESCRIPTION

Responsible for overseeing the Accounts Payable department to include development, training, and improving the operational performance of the team. Design, establish and maintain organizational structure and staffing to accomplish department goals and objectives.

• Lead and supervise the Accounts Payable team. This includes writing and maintaining training documents, fielding questions about discrepancies in vendor invoices, general expenses and freight reconciliations. Verify all requests are answered in a timely manner, either via phone or email.
• Responsible for all Accounts Payable activity ensuring timely entry and payment of invoices.
• Research and reconcile daily inventory discrepancies and work with the Inventory Control department on inventory discrepancies as needed.
• Analyze and reconcile the open receiver report and address any discrepancies. On a weekly basis, generate an open receiver aging report to prioritize open receivers that need to be worked. Inventory is expected to be entered within 30 days.
• Prepare (as needed), review and approve reconciliations of inventory vendor AP accounts weekly based on the reconciliation schedule. Approve or escape any discrepancies before entering any invoices, debit memos, or credit memos. Any discrepancies need to be noted in detail on the weekly reconciliation reports and any resolution to correct on-going issues in the future need to be discussed with the Assistant Controller.
• Responsible for research and entry of any outstanding RA’s. This includes communication with the Returns team and the general ledger accountants.
• Reconcile to verify the entry of credit and debit memos for Accounts Receivable, Customer Service, and Merchandising departments and for special events such as the annual company golf tournament. Review the advertising portal and credit memo portal for any new debit memos that need to be entered.
• Review the recurring general expenses report to verify all invoices have been entered for the month. Follow up on any invoices that need to be entered monthly. Maintain the recurring and general expense report by adding and terminating any vendors as changes to preferred vendors or general ledger accounts occur.
• Reconcile all freight carrier’s AP accounts against the carrier’s statements or online portal. Review and research any discrepancies before entering any invoices. Provide this reconciliation to the Assistant Controller before end of month. This includes reconciling that all freight invoices have been entered and appropriately washed out before end of month. Any issues need to be communicated with the Assistant Controller and Logistics department.
• Review the payables aging report and prepare the weekly check run report. Ensure that all invoices are being entered consistently, deduction dates match invoice dates and review any invoices that need to be prioritized; noting all on the check run spreadsheet.
• Issue checks based on the weekly check run report and prepare the check run file for the week. Research any check issues that affect cash and request stop payments as needed for any checks that need to be voided in MDS.
• Enter the weekly ACH payments and auto-withdrawal payments. Research any ACH issues as requested by accounting.
• Review and release wire packets. Enter wire payments into MDS for both Petra and our sister company, Sela.
• Match invoices to received consignment products on packing lists. Check billing accuracy in price, freight, etc., and research any discrepancies. If any discrepancies do exist, gain the appropriate approval before performing any actions such as a PRA or a short payment of invoice. Set up vouchers for the consignment inventory by entering invoices into the AP subledger and…