ar billing staff/ Accounting StaffCold Link Asia Logistics Corporation

Job Description
A. FUNCTIONAL DUTIES AND RESPONSIBILITIES
1. Receives Selecta trip reports and supporting documents (e.g., Trip Reports, Summary of Trip Reports, Billing Invoices, SOA, Cost Report) from the Branch Coordinators.
2. Reviews/ensures that the attachments are complete and arranged accordingly. Return incomplete attachments to the branch.
3. Reviews the weekly Selecta Summary of Trip Report for billing, prepared by Branch Coordinators. Checks and monitors if all trips in the summary are included in the Shipment Cost Report. If there are trips not included in the SCR, include them on the next batch request for SCR. Possible reasons of discrepancy e.g., inventory transfer from Cebu to another branch, Selecta error. These are rare occurrences.
Makes necessary adjustments of Summary of Trip Report (if any) and reprint. Compiles original copy of Summary of Trip Report with correction (if any) and forward this to Selecta.
4. Receives from Branch Coordinator, two (2) copies of the Billing Invoice in Excel (initially without a Date). Stamps the dates on the Billing Invoice once these are transmitted to Manila (refer to no. 5 below).
5. Receives Billing Statement/SOA in two (2) copies from Branch Coordinator. Reviews SOA if details (rates, area, delivery km) match with Shipment Cost Report from Selecta branch. If all are in order, white copy of Billing Invoice with SOA, Shipment Cost Report, Summary of Trip Report & trip tickets will be consolidated and transmitted to Manila.
6. Forwards Acctg copy of SOA for encoding by Sales Ops & Logistics (direct to Delivery - branches only). Postings by Sales Ops & Logistics exclude rate.
7. Inputs lacking data in the Billing Invoice (rates, actual km and area of delivery) to SAP system, for posting to AR account/s of client. Forwards complete set of billing documents to AR Head for monitoring.
8. Receives from Branch Coordinator, the Summary of Billing Invoices in 2 copies. This will be consolidated for all branches and have it received by Selecta branches for signature.
9. For accounts other than Selecta, receives supporting documents from Sales Ops & Logistics (e.g., Trip Tickets, Shipment Document (within or outside Cebu), Loading Document, Sales Invoice, Hauler Accountability Report and Daily Pallet Utilization). Reviews these documents and ensures completeness.
10. If in order, Billing Clerk issues Billing Invoice (2 copies) and SOA (2 copies) to various customers (e.g. San Miguel Foods, Magnolia, Purefoods, Froneri, SFI (Creamline) and DPO). Billing Statement/SOA is supported by trip ticket except for SMF, Magnolia & Purefoods.
For the latter 3 clients, send Notice to Bill (NTB) to request for Service Reference Report (SRR). Upon receipt of SRR from these 3 clients, prepares Billing Invoice and SOA.
11. Inputs into SAP lacking data in the Billing Invoice (rates, actual km and area of delivery) and forwards to AR Head for monitoring. Encode/Input to SAP - all billing invoices, SOA - for posting to AR account/s of client. Coordinate with AR Head for rate adjustments, if any.
12. Prepares Transmittal report/SOA (2 copies) and sends to customers.
13. Monitor across all branches if all trips are billed. Coordinates with Sales Ops & Logistics Team on the documents from branches. Prepare Weekly report - Unbilled Delivery Status - Trip Monitoring Excel file.
14. Process billings of Cold Rental Storage (based on Daily Pallet Utilization), Handling Fee (based on Receiving & Dispatching Reports) for respective branches. (refer Step 9 to 12 above).
15. Reconciles Selecta payment (manually match Payment Advise Summary showing Billing Invoice versus Unilever Supplier Transmittal Sheet); it takes about 2 hrs to match Payment Advise Summary vs Transmittal Sheet. Note: In a month, about 6-7 Payment Advise Summary reports are received, or roughly P5-6M or P30-36M per month.
Note: Manual matching may be a bottleneck as Payment Advise Summary may not be equal to Transmittal Sheet. Scans Selecta billing invoices (except hauling) for email to Selecta rep for requesting of D.O. & R.C. and PO number as ref no for payment.
16. Processes reimbursements for Trip Liquidation (Camotes & Bantayan) and parking tickets - freight for the a/c of Selecta.
16.1 Receive parking tickets & trip liquidation form from RF Officer, photocopy the supporting docs
16.2 Give the photocopy to RF Officer, attach the original copy to billing
16.3 Review and validate receipts.
16.4. Prepare summary for reimbursement in Excel. Forward to A/R Head or Accounting Manager for review and approval.
16.5 Forward to Selecta Cebu to assign Shipment Document Number to be included in the batch of Shipment Cost Reports. Include in the preparation of SOA and Billing Invoice.
17. Acts as a responsible representative of the Company to its Clients and Customers.
18. Ensures that the duties and responsibilities as AR Billing Staff are met.
19. Performs other duties and responsibilities inherent in the position as AR Billing Staff and all other tasks which may be assigned from time to time by his/her immediate superior.