Job Summary

Prepare, review and process invoices/check requests that are delivered to general accounting daily for input into the Lawson accounts payable system. Create, implement, review, and process AP imports that are submitted to general accounting. Balance checks and registers with the original invoices/check requests. Ensure that all copies/forms are delivered or mailed with checks to the proper person per the instructions from the requestor. The Accounts Payable Specialist II will be tasked with processing a large amount of checks due to the import process. Roughly a third of the Accounts Payable checks are processed via imports. The Accounts Payable Specialist II performs the duties of the AP Manager when coverage is needed.

Primary Duties & Responsibilities

Daily Duties:

Prepare AP data information received via email and input into Excel templates for importing. Utilizing the Lawson add-in application, import into the Lawson accounts payable system.
Work with management and other departments for the design and implementation of new Lawson import uploads. Inform new users on how the system works
Establish formats and parameters
Assure proper approval compliance
Create and properly configure new Lawson uploads to work with the accounting system framework. Select one of two Lawson upload formats: One-time use vendor imports require more care and processing steps. The AP Specialist II will need to take care in processing this format to assure the checks issue as expected.
Regular vendor imports require the AP Specialist II to research all vendor information that is housed in the accounting system. If there are changes to a vendor or vendors they must coordinate that with the vendor modification group.
Review invoices/check requests to make sure the proper approval is on the documents and they are properly coded with ledger account number by the requesting department.
Review invoices/check requests for duplication of prior invoices/check requests and for specified delivery instructions.
Prepare invoices/check requests by looking up the proper vendor number in Lawson vendor file and verifying that the most current address information is in the data base.
All invoices are reviewed and reported to supervisor if use tax is applicable.
Batch invoices/check requests into several batches and run calculator tape per each batch.
Create a batch number in Lawson for each batch of invoices, check requests or imports.
Input invoices/check requests into Lawson accounts payable system via manual. Import all prepared imports into Lawson via the Lawson Excel Add-in. Balance each input batch in Lawson to calculator tape total.
After checks are printed they are returned to proper AP Specialist. Checks and check registers are balanced back to the input invoices/check requests.
Checks are mailed or delivered as instructed by the requesting department.
Original invoices/check requests are organized and submitted to the scanning department for digitization. The resulting scans are verified and indexed in OnBase by the person that processed the requests.
Review and verify Vendor ACH bank account information as needed in Lawson.

Periodic Duties:

Weekly
Review master vendor file to ensure that all addresses are current and instruct vendor maintenance team of address changes or inactivation of vendors.
Receive special projects from management as needed. Report results or discuss issues.
Monthly
Invoice affiliate companies for payments made on their behalf on a monthly basis.
File use tax for states and municipalities. There are three filing times: monthly, quarterly, and annually.
Monitor use tax and create new use tax payments as needed.

Occasional Duties:
Perform AP Manager duties when coverage is needed.
Pull and copy previously paid invoices out of OnBase for auditing purposes and for certain departments so that they may maintain a cost/budget analysis for a month to month or yearly basis.
Support internal and external audits during AP walkthroughs for verification of SOX procedures.
Cross-training and backup the GA General Ledger group.

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