Vendor Invoice Specialist

Responsibilities : JOB PURPOSE/MISSION/SUMMARY A Vendor Invoice Specialist of the Vendor Invoice Management team reviews and processes all invoices received for payment in an accurate, efficient, and timely manner. This person is key in achieving business objectives by utilizing systems and tools to verify, match, and post invoices, collaborating with functional work streams for the resolution of process, data and system issues, and supporting process improvements
The development of the role is highly directed by the Vendor Invoice Management requirements, but the responsibilities on improvement of quality results can scope up/down-stream of the Procure-to-Pay process.

VENDOR INVOICE PROCESSING

• Process vendor invoices accurately, efficiently, and timely to pay the vendor on time.
• Verify invoices received for payment follow the company’s invoicing requirements and contain the required information for statutory reporting and compliance
• Match verified invoices to approved purchase orders
• Post matched invoices within the agreed service-level agreement
• Prioritize processing of urgent and immediately due invoices
• Reject and return non-compliant invoices to senders
• Ensure accurate timing of expense and liability recording
• Ensure proper application and recording of taxes
• Validate requests prior to cancelling and/or adjusting posted invoices
• Execute invoice cancellation and/or adjustment accurately and timely
• Allocate costs properly by matching invoices to appropriate purchase order lines
  
  PRE-PAYMENTS RECONCILIATION
• Account properly and monitor regularly pre-payment transactions.
• Ensure pre-payments are transacted on identified vendors only
• Post pre-payments transactions
• Process final invoices
• Coordinate with key contacts (P2P end users, Finance) on closure of open items
• Reconcile open pre-payment items by verifying balances in SAP with vendor records
  
  NON-PO BASED VENDOR INVOICE PROCESSING (FB60 AND ONE TIME VENDOR)
• Ensure business operations continuity through payment of urgent, non-recurring, and approved Lexmark payables without purchase orders.
• Verify the FB60 and One Time Vendor Forms received for payment follow the company’s invoicing requirements and contain the required information for statutory reporting and compliance
• Review the data, approvals, and supporting documents are appropriate
• Ensure correct usage of account assignments by validating G/L accounts correspond to the description and the nature of the transaction as describe in the form and supporting documents
• Verify high dollar value items
• Attach the validated documents in SAP
• Monitor the appropriateness of the Non-PO transactions by recommending purchase order creation as necessary
  
  VENDOR UPLOAD
• Post accurately, efficiently, and timely complex transactions that are high in volume but low in dollar value, redundant in approval, and critical to business operation.
• Secure approved Annual Document of Understanding (DOU) as proof of agreement between Accounts Payable team and the requestor for moving forward with the process
• Post vendor upload transactions weekly
• Confirm to requestors the completed process
• Ensure accuracy of the posting process
• Create and maintain a monitoring file of posted transactions as basis for reconciliation
  
  CUSTOMER REBATES (2nd TIER) INVOICE PROCESSING
• Post accurately, efficiently, and timely customer rebates
• Match parked claim documents to attached invoices
• Ensure proper tax recognition prior posting of the parked claim documents
• Post parked claim documents
• Coordinate and collaborate with Vistex team for requested adjustments and inquiries
  
  MPS INVOICE PROCESSING
• Post accurately, efficiently, and timely managed print service invoices
• Match parked documents to submitted invoices
• Ensure proper tax recognition prior posting of the parked documents
• Post parked documents
• Sends monitoring report on parked documents to Vendor Managers, Central Partner Payments Team, Enterprise Business Applications Analysts and other action owners for issue resolution
  
  MONTH-END ACCOUNTING CLOSE ACTIVITIES
• Ensure that all submitted valid invoices are posted prior the scheduled Accounts Payable sub-ledger close in each geography
• Communicate invoice submission cut-off to all country contacts
• Post submitted valid invoices prior to the scheduled sub-ledger close per geography
• Generate and communicate to management team a report of all pending parked invoices for accrual review
  
  SYSTEM AND TOOLS ENHANCEMENT
• Maximize, enhance, and promote system capabilities to suit the current need of the invoice processing
• Generate daily integrity report to ensure the stability of the system’s performance
• Collaborate with cross-functional teams on resolution of process and system issues
• Work with the AMS team to understand system issues
• Verify solutions to be implemented if it addresses the issue.
  
  FINANCIAL MANAGEMENT REPORTING
• Provide meaningful reporting to management in a timely and effective manner
• Prepare and present to management team the results of the metric reports
• Assist in providing invoice copies for statutory and audit requirements

COMPETENCIES, SKILLS, KNOWLEDGE & ABILITIES

• Fundamental knowledge of Vendor Invoice Management processes
• Intermediate knowledge of Accounts Payable
• Basic level of proficiency in SAP
• Attentive to detail and accuracy
• Strong Analytical and Communication Skills
• Can work under pressure and with moderate supervision and guidance
• Ability to maintain strong and effective working relationships with people across the organization.

EDUCATION, EXPERIENCE & CERTIFICATIONS BASIC REQUIREMENTS

• College Degree in BS Accountancy / Management Accounting or any Finance related courses
• More than 2 years related Accounts Payable experience

AUTHORITY & DECISION RIGHTS Operational responsibility and accountability within the business unit assigned that include the following but not limited to: escalate matters to direct management as necessary INTERFACES

• Daily with Individual Contributors and Direct Manager
• Daily with downstream, upstream, and support contacts (P2P end users, Finance, IT)
• Daily / As needed with Subject Matter Expert
• As needed with Site Process Lead

CAREER PROGRESSION Successful assignments can lead to vertical progression such as Subject Matter Expert, Process Analyst, Business Applications Analyst, and Line Management positions or horizontal progression such as into specializations within or outside the area How to Apply ? Are you an innovator? Here is your chance to make your mark with a global technology leader. Apply now!