1
applicant
Accounts Payable Assistant
at Rapiscan Other in Other (Published at 04-09-2024)
Overview:
Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle
inspection systems and services for ports, borders, military, high-threat facilities, and
checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade
fraud. We offer a broad array of scanning system configurations that leverage low-, medium-,
and high-energy X-ray technology—or multiple X-ray technologies—to address each customer’s
unique security application requirements. Our commitment to excellence in imaging
performance, innovative design, and uncompromising quality ensures our solutions consistently
deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find
threats and contraband with ease and confidence.
The role to ensure that the AP ledger accurately reflects the company’s position. To provide general support and assistance to the AP Manager and wider Finance and Business team as required. This may not always be AP specific tasking.
To ensure that company policies and approvals are followed; all system and paper documentation is properly and accurately recorded and filed to allow payments to be processed in a timely fashion.
Respond to supplier phone and email queries in a timely and professional manner.
To act in place of the AP manager when they are away from work (holidays etc.)
The job is full-time, with time shared between working at home and in the office (hybrid working)
Responsibilities:
AP processing
Ensure all Accounts Payable documents are processed, approved, and electronically filed in an accurate and timely manner in adherence to Company Policy. For example:
Supplier invoices, Supplier credit notes, Supplier statements, Payment remittances, Intercompany debit and credit notes.
Maintain the Generic supplier e-mail box daily and extract invoices for approvals and processing.
Process invoices and load paperwork electronically into the ERP systems (Navision and Dynamics 365).
Monitor Direct Debits/Standing orders and ensure the related invoices are approved and processed prior to the Direct Debit banking entry.
Keep an accurate and complete log of all documents in query (AP register).
Take the necessary actions to resolve queries to allow invoices to be processed and paid.
Ensure all supplier accounts are reconciled on the company ERP systems (Navision and Dynamics 365) against supplier statements.
Perform balance sheet reconciliations of AP related general ledger accounts and resolve any issues arising (e.g. requesting VAT invoices etc. to clear debit balances).
Support the AP Manager to identify issues and errors, take corrective actions, review and amend business processes as appropriate.
Manage the approval process for non-PO related Invoices.
Ensure all Goods Received Not Invoiced (GRNI) items are closed out within agreed processing period limits
Direct external supplier management
Build strong working relationships with suppliers from the finance perspective.
Resolve supplier queries via phone, email or other methods as appropriate, identify and escalate problem accounts where necessary.
Take all reasonable steps to prevent the company being sanctioned for non-payment.
Other
Process payment journals and allocate payments to relevant invoices.
Create ACH payment runs and online bank transfers.
Provide support to the finance team and auditors during audit processes.
Complete company compulsory training.
Self-motivated, dedicated and pro-active member of the team supporting improvements and changes to the department; finding solutions that fit the business, and a commitment to getting the job done.
Hands on contributor that is meticulous with detail and accuracy; and is comfortable with dealing with large amounts of data.
Good interpersonal skills and understanding of organisations, being able to clearly explain basic financial information and terminology to non-technical parties and to communicate effectively at all levels within the organisation and with external parties such as suppliers and auditors.
Able to embrace change, cope effectively with conflicting demands and priorities, with good personal time management and priority setting, and comfortable working to changing deadlines.
Inspires others to achieve. Learns and shares knowledge.
Qualifications:
Intermediate Excel skills are essential to analyse, sort and manage large sets of data.
Basic understanding of bookkeeping is essential to ensure that queries and issues are accounted for correctly.
Previous experience as an AP clerk in a manufacturing environment would be an advantage.
Previous use of Dynamics 365 would be an advantage.
Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle
inspection systems and services for ports, borders, military, high-threat facilities, and
checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade
fraud. We offer a broad array of scanning system configurations that leverage low-, medium-,
and high-energy X-ray technology—or multiple X-ray technologies—to address each customer’s
unique security application requirements. Our commitment to excellence in imaging
performance, innovative design, and uncompromising quality ensures our solutions consistently
deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find
threats and contraband with ease and confidence.
The role to ensure that the AP ledger accurately reflects the company’s position. To provide general support and assistance to the AP Manager and wider Finance and Business team as required. This may not always be AP specific tasking.
To ensure that company policies and approvals are followed; all system and paper documentation is properly and accurately recorded and filed to allow payments to be processed in a timely fashion.
Respond to supplier phone and email queries in a timely and professional manner.
To act in place of the AP manager when they are away from work (holidays etc.)
The job is full-time, with time shared between working at home and in the office (hybrid working)
Responsibilities:
AP processing
Ensure all Accounts Payable documents are processed, approved, and electronically filed in an accurate and timely manner in adherence to Company Policy. For example:
Supplier invoices, Supplier credit notes, Supplier statements, Payment remittances, Intercompany debit and credit notes.
Maintain the Generic supplier e-mail box daily and extract invoices for approvals and processing.
Process invoices and load paperwork electronically into the ERP systems (Navision and Dynamics 365).
Monitor Direct Debits/Standing orders and ensure the related invoices are approved and processed prior to the Direct Debit banking entry.
Keep an accurate and complete log of all documents in query (AP register).
Take the necessary actions to resolve queries to allow invoices to be processed and paid.
Ensure all supplier accounts are reconciled on the company ERP systems (Navision and Dynamics 365) against supplier statements.
Perform balance sheet reconciliations of AP related general ledger accounts and resolve any issues arising (e.g. requesting VAT invoices etc. to clear debit balances).
Support the AP Manager to identify issues and errors, take corrective actions, review and amend business processes as appropriate.
Manage the approval process for non-PO related Invoices.
Ensure all Goods Received Not Invoiced (GRNI) items are closed out within agreed processing period limits
Direct external supplier management
Build strong working relationships with suppliers from the finance perspective.
Resolve supplier queries via phone, email or other methods as appropriate, identify and escalate problem accounts where necessary.
Take all reasonable steps to prevent the company being sanctioned for non-payment.
Other
Process payment journals and allocate payments to relevant invoices.
Create ACH payment runs and online bank transfers.
Provide support to the finance team and auditors during audit processes.
Complete company compulsory training.
Self-motivated, dedicated and pro-active member of the team supporting improvements and changes to the department; finding solutions that fit the business, and a commitment to getting the job done.
Hands on contributor that is meticulous with detail and accuracy; and is comfortable with dealing with large amounts of data.
Good interpersonal skills and understanding of organisations, being able to clearly explain basic financial information and terminology to non-technical parties and to communicate effectively at all levels within the organisation and with external parties such as suppliers and auditors.
Able to embrace change, cope effectively with conflicting demands and priorities, with good personal time management and priority setting, and comfortable working to changing deadlines.
Inspires others to achieve. Learns and shares knowledge.
Qualifications:
Intermediate Excel skills are essential to analyse, sort and manage large sets of data.
Basic understanding of bookkeeping is essential to ensure that queries and issues are accounted for correctly.
Previous experience as an AP clerk in a manufacturing environment would be an advantage.
Previous use of Dynamics 365 would be an advantage.
