Grace Huan Yan Tan

AP functions

• To process the staff's expense claims on a timely basis, making sure they are in compliance with the expense policy. All out-of-policy expenses need to be highlighted to the reporting manager before executing.
• To ensure all supplier invoices and staff claims are promptly recorded in IMOS/SAP.
• To ensure that all suppliers are paid in accordance with credit terms at the same time maximize the working capital by extending credit where feasible and reasonable.
• Attend and answer all internal and external queries.
• Ensure all invoices are properly approved as per the Authorization Matrix.
• To file accounts payable documents

Planning and Analysis

• To reconcile major creditor statements monthly, and minor ones quarterly, ensure all items appearing on creditors' statements related to current invoices.
• To follow up and clearly reconcile items on a timely basis

Other

• Engage in business improvement process to identify wastes and inefficiencies, suggest and assist to implement business improvement process to increase efficiency.
• Perform other duties as agreed with my direct reporting manager.

• Handle and process daily payment settlement and clearing transactions
• Ensure all payment settlement documents are properly filed and recorded and sent to the warehouse (CISCO) for safekeeping
• To prepare invoice and billing information for accounts receivables - Process refunds and disputes arise from Merchant
• Update and record daily transactions in the control cash projection report
• Keep outstanding (live) and matured deals and reports in their respective designated files
• Process of opening and creation of accounts and support for Internet Banking's customers
• Updated and maintained business contact information using digital database
• Provide support to the accounting & finance teams with the operations/ administration tasks (creation of requisition forms, completion of GIRO and vendor forms, issuance of cheques, and other finance admin-related tasks)
• Performing basic office tasks such as filing, data entry, processing mail, etc
• Assist in the preparation of entity-level cash overview to the Finance Manager/ Regional Treasury
• Assist in the preparation of monthly Funding Requests/ Liquidity Forecasts to the Finance Manager/ Regional Treasury
• Assist in handling staff claim-related inquiries from staff and scanning hard copy documents for payment processing
• E-submission on Vendors@Gov
• Extraction and scanning of relevant documents for the Shared Service Center
• Assisting with audits and extraction of information whenever required
• Answered phone calls and emails from clients to address questions, complaints and needs

• Adopting JD Edwards Enterprise One software - Oracle Module
• Review, verify and input all vendor invoices into JD Edwards in a timely manner
• Index and route non-purchase order invoice images to appropriate employees for approval
• Match and index invoice images to purchase orders in the JD Edwards system
• Accurate of processing employee/subcontractor expenses for all 6 entities
• Gather all purchase card statements, verify the receipts attached and submit for imaging
• Ensuring all invoices are paid correctly
• Raising payment and liaising with relevant departments
• Ensure all queries raised are dealt with promptly and professionally and meet compliance with local statutory regulations across Asia
• Ensure reporting is completed in an accurate and timely manner
• Assist with new process implementations
• Assess the risks and work safety at all times, robustly implementing health and safety rules, instructions and systems and refuse to undertake work that compromises safety or health
• Adopting JD Edwards EnterpriseOne software
• Processing suppliers' invoices into the system via 3-way matching of invoices and handling invoice discrepancies
• Weekly review and clear open orders and back-to-back sales and cost of sales adjustments (PO & non-PO) to avoid any delay in payment
• Ensure timeliness, accuracy, and compliance with the company's policies and procedures in transactions processing
• Participate and assist in EDI system upgrade which reduces 15% total processing errors for carriers' invoices
• Assist Team leader in Auto-match project eliminating manual vouching of premium product invoices
• Participate and assist in the implementation of WebCenter project with the team to ensure that system goes live smoothly within targeted deadlines by the management
• (Moving into e-filing eliminates the need for filing hard-copy invoices and payment records which results in a significant time reduction for the FY2016 audit.) - Accounts Payable month-end reporting including AP reconciliation, and intercompany confirmation
• Monthly reconciliation of suppliers' statements of account to ensure up-to-date records
• Processing and preparing payment to carriers, suppliers in different currencies (USD, SGD, NZD, AUD, THB, JPY, MYR, HKD)
• Assist in other ad-hoc tasks assigned by accountant
• Reconciled and noted and reported discrepancies found in records
• Handling full set of accounts - all AR, AP, and GL aspects
• Review and perform reconciliation to suppliers' statement of accounts to ensure is in line with our records on a biweekly basis
• Fixed assets monitoring