1. Purchase Order Management: Develop an efficient, streamlined system for managing and tracking purchase orders, including timely updates on statuses, invoicing, and supplier credits, ensuring clarity and financial transparency.
2. Vendor Invoice Verification: Ensure that received items match purchase orders in quantity and pricing, and promptly flag any discrepancies for supplier credits or returns to maintain financial accuracy.
3. Vendor Credit Tracking: Establish a structured process for managing vendor credit applications and tracking credit limits to support responsible financial management.
4. Accounts Payable Management: Accurately and promptly record all vendor invoices in QuickBooks, ensuring compliance with company policies and enhancing readiness for audits.
5. Data Analysis: Identify trends and discrepancies in purchasing and invoicing data to support strategic decision-making.

Core Tasks:

Purchase Order Management:

• Daily Entry of Purchase Orders: Input all new purchase orders in QuickBooks, including details like category, project number, date, and value, to maintain an accurate and current record.
• Update Line Items: Track each PO's items in an Excel sheet, cross-referencing received orders with packing slips to update status.
• Weekly Backlog Check: Verify if items with "No Backlog" status are invoiced, and ensure supplier credits are issued where applicable.

Three-Way Match of PO, Packing Slip & Vendor Invoices:

• Daily Validation: For each vendor invoice, check against PO line items and packing slips to verify the correct quantity and pricing. Log discrepancies for any unmatched quantities or prices, flagging items for supplier credits or returns if necessary.

Vendor Credit Applications & Limit Tracking:

• Credit Application Process: Submit vendor credit applications as needed and track approved credit limits to manage spending effectively.
• Weekly Credit Limit Review: Match open POs against available credit limits, ensuring that purchases stay within approved limits.

Vendor Invoice Recording:

• Daily Entry: Record all vendor invoices in QuickBooks, ensuring all relevant supporting documents (e.g., sub-contractor agreements, statutory declarations) are in place and valid.
• Special Invoices: Validate equipment and job material invoices with the Project Coordinator to ensure alignment with the Statement of Values (SOV).

Credit Card Transaction Posting:

• Daily Tracking: Post credit card payments in QuickBooks, ensuring receipts are attached. If missing, request receipts before posting.

Data Analysis for Trend Identification:

• Weekly Trend Report: Analyze vendor purchase trends, identifying any unusual patterns or price fluctuations. Highlight cost-saving opportunities and prepare a summary report for management.

Discrepancy Analysis and Root Cause Identification:

• Daily Discrepancy Log: Maintain a log of all PO, packing slip, and invoice discrepancies, detailing issues and resolutions.
• Weekly Root Cause Analysis: Review common discrepancies and propose solutions, presenting findings and recommendations for process improvement.

Meeting Coordination:

• Regular Status Meetings: Coordinate regular update meetings to review financial records and address any issues.