Invoice processor

Maternity cover.

International Technology Products UK Ltd – Finance Assistant – Unit 1 and Unit 7 Stadium Way, Tilehurst, Reading, Berkshire, RG30 6BX (Maternity Cover May 18 – to end March 19) Europe’s largest dealer of Empty Cartridges. Part of the Restore-Group. Reading was the central offices and finance function for Three Restore Companies: ITP UK Ltd, Takeback Ltd, and OfficeGreen LtdFinance team of four / Finance package Sage50. ▫️Purchase Ledger – ITP, Takeback and Office Green. Processing invoices, coding, checking vendor accounts are up to date. Preparing monthly payment runs for authorisation.▫️Sales Order processing – ITP. Daily processing.▫️Weekly PayPal reconciliation – pivot tables. Reconciled to Channel Grabber.▫️Price Lists – linked spreadsheet. Merged with headers for upload to website.▫️EC sales▫️Monthly VAT returns – adjustments for import tax, matching with import tax certificates▫️Petty Cash / M&S Voucher – monthly reconciliation▫️Post month-end journal▫️Training – junior member of staff.▫️Completed project to check supplier VAT numbers are correct on Sage, for ITP UK Ltd, Takeback Ltd and OfficeGreen Ltd.

• Process all purchase invoices, staff credit card and cash expenses for the two divisions. Medical Eyecare and Positioning Systems monthly• Attach a PDF copy of each invoice, expense processed• Receive invoices by post, email and supplier on-line portals, match to GRNs and obtain coding and correct level of authorisation• Process intercompany stock invoices for both divisions, chasing queries and reconciling to weekly statements• Prepare supporting details for monthly intercompany stock invoice payments• Collate bi-weekly BACS payment runs for authorisation (UK suppliers, International suppliers and staff cash expenses) and upload to HSBC Bank• Generate ad-hoc payments as requested. PAYE, VAT, loan repayments, Sales ledger refunds, deposits or proforma invoices• Check bank statements daily and post all payments, either to the ledger payment or to the nominal ledger as a journal• Seek authorisation for new vendor setups and vendor changes• Ensure estimated meter readings for utility bills are checked and actual reading uploaded to supplier billing portal• Collate information on fleet fuel costs for P11D reporting. Details from weekly fuel card invoice• All administration related to employees' cash expenses and all 3 credit card accounts• Expenses systems, Concur for HSBC and Amex cards, Mobile Me for ING credit cards• Maintain 'overdue credit card’ spreadsheet for both divisions, chasing overdue credit card claims • Make sure staff pay back advances, or any sundry invoices owed• Technical support to staff for processing their expenses• Liaise with suppliers• Reconcile suppliers' statements monthly• Reconcile petty cash accounts prior to month-end deadlines• Training new members of staff• Maintain shared accounts payable inbox• Involved with AP ledger cleansing project for the preparations of SAP• Support to the business during audit, collating information as required• Being 1st point of call to overflow incoming phone calls (per rota)

Sales Invoicing• Raising sales invoices for five different companies: TRP, EZ Facilities, Web creative, PCI, JFI.• Managing incoming information from different companies.• Maintaining contract-billing module on Great Plaines for these companies.• Ensuring revenue is deferred correctly on invoices.• To ensure information from each company is complete for the month end timetable.• Checking invoices have the correct sign off before sending.Purchasing• Point of contract for six different companies: WEB Creative, RM, JFI, CMS, PCI, XN Leisure• Checking, matching coding and ensuring invoices are authorised before processing on GP.• Managing two payment runs per month for each client listed.• Setting up payment runs on NatWest and HSBC.• Checking correct sign off has occurred.• Posting payments to creditors accounts when they clear the bank.• Reviewing ledgers to ensure correct allocation of payments, to keep creditors accounts tidy.Staff Expenses• Processing and payment of staff expenses for five different clients.• Expenses system, ReQlogic.• Administrator for ReQlogic system. Setting up new companies and new members of staff.Month End• Ensuring transactional month-end handovers are complete.• Ensuring all revenue is released correctly.• Bank reconciliations for all my clients. Reconciling the bank to the nominal.• Working with management accountants to resolve any queries at month end.

•Checking, uploading monthly Cashbooks returns from the International Offices onto SAP. •Reconciling foreign bank accounts to calculate exchange rate differences.•Checking receipts that accompany cashbooks.•Populating management packs with international and UK Staff monthly payroll data. Multi-currency. Reconciling to SAP. Use of v-lookups.•Populating management packs with monthly Freelancer costs. Multi-currency.•Preparation and posting of journals. •Uploading quarterly forecasts/budgets, prepared by my manager. •Administration of monthly fund transfer for international offices. •Barclaycard statement analysis and posting the purchase order.•Raising purchase orders on SAP. Responsible all SAP paid Freelancer invoices and Catering invoices. Checking invoices have been authorised by the relevant budget holders at their relevant delegation level. •Following up invoice queries and disputes. Maintain a good relationship with vendors, and independent contractors. Involved multiple banks in transfer of funds and some involvement with payments to sanctioned countries. •Organise advances and helping staff clear expenses.•Ad hoc projects from my manager. i.e. investigation of balance sheet codes and pattern of Baku staff tax payments.

• Purchase ledger, responsible for invoice matching, coding, posting.• Generating payments via BACS and raising manual cheques.• Reconciliation of supplier statements.• Reconciling employee expenses.• Monthly bank reconciliation.• Monthly Petty Cash reconciliation.• Preparation and posting of journals.• Checking the nominal ledger after month end.• Calculate currency exchange rates and losses• Preparing monthly analysis of Gross sales.• Monthly analysis of transport costs.• Reporting to the Credit Insurer’s.• Preparing quarterly VAT returns / Interstat invoices.• Prepare Miscellaneous Invoices and sundry Debtors Control• Involved with set up of the new accounting system, Navision inputting details of supplier accounts.

Main duties & responsibilities• Maintaining manual ledgers – manual bank and cashbooks• Maintaining sales ledger – raising invoices, credit notes, posting income, credit control, aged debtors report.• Weekly bank reconciliation.• Generating payments via cheque printing machine, and manual cheque• Transferring funds to manual cheque account.• Calculation of weekly money market investment.• Weekly Petty cash reconciliation.• Cashing up tills and banking the monies.• Administration: Access fund, admin of money to students• Premises hire. Setting up contracts, making sure caretakers knew which rooms were needed. • Extra receptionist duties during enrolment and exam.