Payables clerk job description

What Does a Payables Clerk Do?

A payables clerk is responsible for all payments to suppliers. This includes verifying that payments have been approved, processing payments in a timely manner, and ensuring that discounts are taken. The clerk also interacts with suppliers about payment issues, and ensures that the payables process is functioning correctly.

Accounts Payable Clerk Responsibilities

  1. Match supplier invoices to authorizing purchase orders and proofs of receipt

  2. Take all economical early payment discounts

  3. Obtain payment approvals for non-cost of goods sold invoices

  4. Enter all supplier invoices into the payables software

  5. Issue notices to suppliers regarding rejected invoice line items

  6. Process expense reports

  7. Process procurement card payments

  8. Notify managers when budgeted expenditure levels have been exceeded

  9. Issue stop payments and void checks

  10. Issue reminders to suppliers regarding uncashed checks

  11. Pay supplier invoices when due. This may include the following types of payments:

  12. Incorporate all applicable supplier credits into payments made

  13. Research supplier requests for payment

  14. Process value-added tax reclamations

  15. Monitor supplier W-9 form submissions

  16. Issue positive pay data to the bank

  17. Update the supplier master file

  18. Reconcile accounts payable to the general ledger

Accounts Payable Clerk Experience Requirements

Many employers do not require an accounts payable clerk to have prior experience in this area, since it is considered to be an entry-level position in the accounting department. When a person does not have direct experience, a good alternative is a few years of experience within other parts of an accounting department, or at least in a clerical position.

Desired Qualifications

3+ years of general accounting experience, with a solid understanding of basic bookkeeping concepts. Must be detail oriented and comfortable using computer-based accounting systems.

Supervises

None

Related AccountingTools Courses

Optimal Accounting for Payables

Payables Management