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Accounts Payable Specialist
By bnorton at 9 Sep 2013 - 14:45
About the recruiter
Contact Name: 
Holly Hughes-Gray
Contact Method: 
About the position
Employment Type: 
Start Date & Duration: 
9 September 2013
Accounts Payable, accounting, BaaN IV, Purchasaing
Manufacturing and processing
About the location
United States
About the applicant
Nationals only

Job Purpose


Provide accounting/financial support in BaaN IV ERP through efficient, timely, and effective accounting and reporting of financial information in order to assist in the decision making process to achieve the company strategy and business plan.


General Summary


Administer and manage accounts payable, certain purchasing functions, and other staff accounting functions as needed.


Essential Duties and Responsibilities (to include but not limited to)


1.       Accounts Payable

                    Collect and distribute mail, ensuring supplier invoices are received date stamped.

                    Ensure appropriate approvals for invoices per Delegation of Authority

                    Track invoices to ensure managers return to Accounts Payable for payment

                    Manage wire transfers and payments to suppliers within agreed credit terms after reconciliation with supplier statement of account and three way matches (purchase order, Goods Receipt, Invoice booked).

                    Close out and check all processed Accounts Payable batches and communicate errors to Controller.

                    Maintain filing system paid and unpaid invoices, including file creation.

                    Print Accounts Payable Aging Reports to monitor and ensure compliance with vendor terms of payment and use of discount.

                    Ensure open Accounts Payable balances are reconciled prior to check payment.

                    Process vendor payments in compliance with terms in an accurate and timely manner to ensure late charges are not incurred.

                    Reconcile Trade Accounts Payable and GRINYA to GL on a monthly basis.

                    Maintain Utilities tracking sheet.

                    Maintain Railcar and Storage tracking sheet.

                    Every four months, ensure all suppliers are reconciled to vendor statement of accounts.

                    Review cash flow reports and sure payments do not exceed available cash.

                    Reconcile Stolt haven for Rail Service, Tank Rental, and Inventory on a monthly basis.


2.       Purchase Orders

    Input and print Service and Raw Materials Good Received document and ensure accuracy of data detail of purchase order.


     3.    Other

    Assist in preparation and entry of month end closing journal entries

    Reconcile balance sheet accounts as assigned.

    Conduct surprise petty cash audits monthly.

    Training and other duties as assigned.


Performance Expectations



1.      Develop a thorough understanding of Accounts Payable, Purchasing, and General Ledger modules of ERP solution within three months of hire date.



2.      Ensure the accuracy, 100%, and timeliness, by established due dates, of financial reporting and make recommendations to streamline such reporting.



3.      Ensure the month-end accounting close is completed by the 5th workday each month.



4.      Ensure the accounting practices followed are in accordance to Corporate financial guidelines and Generally Accepted Accounting Principles.



5.      Review and monitor department requirements and make necessary recommendations relative to on-going department requirements.



6.      Ensure A/P invoices are entered 100% accurately within 48 hours of receive date



7.      Ensure monthly reconciliations are accurate and complete within 5 business days of month end



8.      Ensure purchases are entered 100% accurately within 48 hours of receive date



9.      Ensure the accuracy and timeliness of special projects as assigned.








      Bachelors degree in accounting required

      At least two (2) years of accounting experience required

      Front line experience administering accounts payable and purchasing

      Manufacturing industry experience preferred




      Good reasoning ability is required to solve a wide range of business problems.  Able to apply statistical calculations, analysis of variance, correlation techniques, and sampling theory as well as algebra and other analytics as required.  Able to understand and utilize financial reports and legal documents to conduct business.

      Demonstrated proficiency in Excel, Word, and ERP systems



      Communication (Oral, Writing)


      Lotus Notes preferred


Abilities/Characteristics (all required)


  • Confidentiality must be maintained within the department. Ability to communicate orally with customers, vendors, management, and other co-workers, both individually and in front of a group is crucial.  Regular use of the telephone and e-mail for communication is essential

  • The candidate must be willing and capable of working in a high stress environment

  • Flexible/Open Minded

  • Results Oriented

  • Self-Directed, must show initiative

  • Professional demeanor



Working Conditions


Sitting for extended periods is common.  Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents. No heavy lifting is expected.  Exertion of up to 10 lbs. of force occasionally may be required.  Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines.


Physical Requirements


·         The job is performed indoors in a traditional office setting.  Activities include extended periods of sitting and extensive work at a computer monitor and/or calculator. 

·         Once a month the person is required to conduct an inventory count of tank farms, cold storage as well as drums (active participation)

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