Accounts payable job description

an Accounts Payable working on her computer in the workplace

What does an accounts payable officer do

An accounts payable officer (AP officer) is responsible for several duties and tasks, such as:

Processing of payments and financial transactions to suppliers and obtaining goods and services from suppliers promptly
Liaising with finance officers and suppliers concerning stock management, financial records and accounts
Verifying expense reports and querying invoice items from internal and external business finance officers
Verifying and reconciling invoices
Communicating with the wider accounts payable team and comparing system reports to better manage accounts payable processes

Duties differ from business to business. It's important to take into account the specific requirements and expectations outlined by the hiring organisation for each role.

What are the duties and responsibilities of an accounts payable clerk?

The duties and responsibilities of an accounts payable role can involve:

Entering invoices into the accounts payable system
Processing payments
Filing and maintaining historical records
Checking and verifying entries and invoices
Preparing cheques for payment
Performing other ad hoc tasks as required by their supervisor
General clerical support

What technology does an accounts payable professional use?

Common tools and technology of the trade typically include:

Accounts payable software: An accounts payable software system contains a variety of functions that includes invoice processing, payments tracking, supplier relationship management (SRM), contract management and electronic banking interfaces. Common software programs include QuickBooks Online, XERO and SAP.

Microsoft Office including Excel & Outlook: Commonly used email and software programs to help professionals manage their time and responsibilities.

The technology used is largely dependent on the internal software and systems an organisation chooses. Different businesses may use different accounting software such as MYOB or XERO, meaning software used in one role, may not be used in another.

What's in an accounts payable job description?

An accounts payable officer job description may include the details of their work such as managing accounts payable and accounts receivable, an accounts payable salary, job skills and qualifications (such as a high school diploma) and typical job duties.

What is an example of an accounts payable officer's day-to-day job?

Accounts payable officers review invoices for accuracy and ensure compliance with company policies before approving payment. Once other staff members have approved an invoice, it is sent to the accounts payable officer where it will be coded according to the relevant chart of account. It will then be double checked for accuracy against the purchase order or contract held by the business before being paid.

The AP officer then processes each transaction through a centralised system that links all accounting departments across an organisation. This ensures that the business' financial records are updated with accurate payment information. The AP officer may then have to create reports from this system for personnel or reconciliation purposes, as well as monitor the accounts payable budget to ensure expenditures do not exceed allocated funds.

Search accounts payable jobs