Accounts Payable Specialist – Dynamics 365

The Accounts Payable team processes over 40,000 invoices p.a. and is also responsible for all credit card, staff expenses and young person’s/ foster carers and payments.

A new finance system has been recently implemented (Microsoft Dynamics 365) which includes the introduction of a purchase ordering system and new invoice reading software.

Job Purpose:

Accounts Payable Specialists will perform all Purchase Ledger functions which include and are not limited to maintenance of supplier data, supplier statement

reconciliation, purchase order Goods Receipting Not Invoices (GRNI) reconciliations, Accounts Payable Bank Account reconciliations and journal

postings, processing invoices against purchase orders and investigating and resolving buyer and supplier queries. Ensuring an excellent customer service is delivered at all times to internal customers and suppliers.

Key Responsibilities:

1. To provide a range of administrative support to ensure payables transactions are processed efficiently and effectively. Including (but not limited to):

a. Processing and supporting to train the OCR scanning solution (automatic invoice reading software) to accurately read purchase invoice formats.

b. Timely and accurate processing of Purchase Order (PO) and Non-PO invoices via OCR and Microsoft Dynamics 365.

Ensuring Invoices are validated, input accurately and adhere to policies and procedures. reviewing and maintaining Accounts payable queries (received via inbox or via the Hub (internal ticketing system) to ensure queries. from internal customers and supplier are resolved promptly.

c. To review and match purchase orders to invoices to support ongoing reconciliation of supplier accounts. This includes trouble-shooting any unmatched invoices with internal customers and resolving outstanding queries and taking corrective action as necessary.

2. To support and advise internal customers and external suppliers to promote adoption of the new purchase order system and goods/services receipting processes. This includes (but is not limited to) accurately applying policies and processes to identify when purchase orders, Non-PO-PI processes and bulk invoice processes should be followed.

3. To support with the periodic review and maintenance of supplier master data where appropriate, ensuring data is accurate and duplicate suppliers are removed, always adhering to the Data Protection Act and company policy and procedures.

4. To build and maintain working relationships with internal staff and external suppliers in the provision of quality financial administrative services and to respond to queries in an efficient and effective manner, always providing a high level of customer service. 5. To apply effective problem-solving skills to promote continuous service improvements and identify and sharing knowledge, experience and new ways of working that increase the efficiency and effectiveness of Accounts Payable processes.

6. Perform any other reasonable duties at the request of the Accounts Payable Manager, including (but not limited to) processing petty cash and

Imprest payments, processing staff, volunteer, foster carer and young person’s expenses and processing credit card payments.

7. Responsible for supplier account management, proactively liaising with suppliers to manage, investigate ad resolve account and invoicing queries and evaluating and completing supplier statement reconciliations.

8. Provide Support to senior management as and when required.

Experience

* Experience of working in an Accounts Payable team within a large complex and ideally geographically spread organisation

* Experience of working with Microsoft Dynamics 365 (F&O) in a large data input or service environment (D)