Accounts Payable Clerk

You can use a Distribution Set to automatically enter distributions for an invoice when you are not matching it to a purchase order. For example, you can create for an advertising supplier a Distribution Set that allocates advertising expense on an invoice to four advertising departments.

You can assign a default Distribution Set to a supplier site so Payables will use it for every invoice you enter for that supplier site. If you do not assign a default Distribution Set to a supplier site, you can always assign a Distribution Set to an invoice when you enter it.

Use Full Distribution Sets to create distributions with set percentage amounts, or use Skeleton Distribution Sets to create distributions with no set distribution amounts. For example, a Full Distribution Set for a rent invoice assigns 70% of the invoice amount to the Sales facility expense account and 30% to the Administration facility expense account. A Skeleton Distribution Set for the same invoice would create one distribution for the Sales facility expense account and one distribution for the Administration facility expense account, leaving the amounts zero. You could then enter amounts during invoice entry depending on variables such as that month's headcount for each group.

Invoice is a statement which contains the under mentioned details compulsorily.

❀ 1. Invoice Number

❀ 2. Invoice date

❀ 3. Name and address of the person

❀ 4. Name and address of the person to whom invoice is made. ( Buyer of goods and service)

❀ 5. Description of goods / services involved

❀ 6. Applicable rates and taxes with percentages

❀ 7. Rate of the goods / services

❀ 8. Quantity of the goods and services

❀ 9. Quality or any other specifications

❀ 10. Price / Value of the goods and services

❀ 11. Invoice must be signed by the person making it

❀ 12. Terms and conditions of making the payment

☛ What interests you about working in accounts payable at a company like ours?

☛ What training or experience has prepared you for the role of accounts payable clerk?

☛ Describe your familiarity with accounting software. Which ones have you used?

☛ In as much detail as possible, describe the accounts payable process.

☛ What differentiates accounts payable from bills payable?

☛ How would you define a workflow?

☛ From the bank’s point of view, what is debit and credit? What is it from the customer’s point of view?

☛ This position requires a fair amount of data entry. How do you ensure accuracy in your work?

☛ Describe a time you found an invoice discrepancy. How did you resolve it?

☛ What types of documents do you need to verify an invoice?

☛ What steps would you take to make a payment?

☛ What does it mean when a vendor has a debit balance and what would you do in this case?

☛ Describe a time you negotiated vendor terms. How did you handle it?

☛ Describe a time you suggested a way to lower costs, increase revenue, or improve efficiency.

Accounts payable clerks must have strong organizational skills. A pre-screening interviewer likely will ask, “What organizational skills do you possess?” Or, “How do you keep up with invoicing demands?” Focus on your organizational skills, attention to detail, ability to pay invoices in a timely manner and communication strengths. Employers want accounts payable clerks who diligently keep up with invoices and don’t let payments slip through the cracks. Discuss previous work situations where you had to contact vendors personally, communicate with upper management about invoicing concerns, or make important financial decisions that required organizational or problem-solving skills.