LENY ASTUDILLO

Key Accountabilities / Responsibilities
 Receive and record Vendor invoices, Employee related payments and Distributor Debit notes (Opex and Non GTN claims) in an efficient, timely and accurate manner and in accordance to accounting procedures.
 Review and process payments for Trade Marketing Activities
 Ensure all transactions are appropriately supported with compliant documentation (pre and post events documentations, Ecaf, Ehat/ contracts ) and approvals per Delegation of Authority
 Ensure accurate and timely reconciliation of vendor/ distributor/ employee accounts and liaise with stake holders with regards to any reconciling/outstanding items. All reconciliations to be completed on a periodic basis based on a predefined plan
 Review and process Employees’ Travel and monthly expense reports( Concur)
 Prepare and send Open LPO report for review to Cost Center Owners as a reminder to record commitments, review and consolidate the feedback and prepare the provisions
 Post recurring and contract based accruals ( Rent, utilities, facilities, insurance and others)
 Preparation and recording of the monthly accounting entries for Open PO Accruals and recharge of costs
 Support P2P Head on various Projects as required.
 Support A2R & FBP team with clarifications/ reports as required from time to time to aid in financial reporting and analysis.

Key Accountabilities
Accounts Payable
•Full spectrum of AP Function including control of vendor creations, processing of vendor invoices in accordance with approval matrix and ensure timely payment to vendors
•Ensure all transactions are recorded and controlled accordingly including proper maintenance of accounting records and documents.
•Receive and validate PO and Non PO invoices, credit notes, debit notes from vendors and provide accounting information to Finance shared services center for posting
•Scanned and sent volume of invoices and debit notes to FSSC and provide information to them with regards to invoice postings and any related AP queries
•Manage AP common mailbox
•Provides information to external suppliers and internal clients with respect to outstanding invoices
and payment information as required.
•Timely and consistent review of Aging of Payables and prepare payment proposal for due invoices.
•Process weekly payment runs in collaboration with the FSSC
•Process checks and online transfer for urgent payments
•Review and check daily bank Statement to ensure all payments were debited in bank account
•Develop or assist in streamlining work process within the department
•Ensure timely and smooth month end AP closing
•Prepare monthly reconciliation and aging schedules
•Establish, maintain, and coordinate the implementation of internal control procedures. Monitor and control operation’s compliance to company’s operating procedure and proper.
•Continually look for areas of improvement in the AP
•Support in adhoc projects and testing relating to AP functions
Travel & Expense Claims
•Review, validate and approve employee’s T&E claims to ensure they are in line in Company’s Policy and procedures.
•Prepare the GL entries into the system
•Resolve employees’ queries regarding access and claims
•Process the payments and provide the payment details to the employees.
•Update and clean up the web app or Business expense portal (update the cost center, cost element
and employees SAP code.)

Treasury
•In charged of the In-House Banking
•Received the daily bank statement both ( AED and USD account)
•Initiate bank transfer to regional office via Citi direct
•Prepare letters for any bank transactions
•Liaised with bank contact person for any bank related issues
•Ensure proper running of Citi direct online as well as In House Banking. Liasing with Citi Helpdesk or Global Treasury in case of technical problems
Payroll
•Received the Payroll file from HR (UAE, Bahrain, Kuwait, Oman & Qatar and Yemen) ensure that it has been approved by the Approvers.
•Review and validate the payroll file.
•Initiate it through Citi Direct
•Update and notify the Approvers.
•Send a communication to the bank for processing.
Corporate Credit Card Programmed Administrator
•Reviewed and approved the credit card applicants
•Processed any related bank documents (e.g Outstanding instructions)
•Send open or unreported credit card transactions to the card holder in monthly basis
•Monitor if the card holder reported his business and travel expenses in line with the corporate credit card policy.
•Liaised with bank on any card related issues.
Procurement/vendor management
•Received the vendor assessment form and ensure that it has proper approvals and reviewed by the procurement Team before enrolling the vendor profile in the system
•Create and maintain vendor in SAP including: vendor information, complete bank details, payment terms and methods
•Send an open Purchased order report to PO creator to update the status and create accruals for month end closing.
Month end Closing Activities
•Prepare journal entries for corporate credit card transactions, customs, freight and warehouse charges
•Post accrual entries for unprocessed business expense.
•Post reclassification and adjusting entries.
•Reconcile accounts and prepare schedules for Balance Sheet Accounts

Accounts Receivables
• Credit analysis for payment term & limits work on new and existing customers as per the company policies, identifying credit risks.
• Creation of new customer and getting approval ensuring all required documents has been received, and reviewed.
• Maintain detail of customer records with comments on AR module for complete communication with customer, reviewing customer history and highlighting issues relating to customers
• Monthly collection planning, setting collection targets & providing estimated cash collection to Finance manager
• Contact customers with past dues balances for collection purposes, and collect effectively while maintaining the customer relationship.
• Addressing ongoing customer complaints concerning invoicing or service rendered and works on complaints of service failures with designated departments
• Automatic reminder procedure and follow-up
• Weekly AR ageing report & highlight issues relating to collection.
• Provide Daily Sales Report to sales person and Sales Division Manager
• Coordinating with sales team and attending to all issues
• Posting of receipt, payment allocation and ensuring all transaction are recorded in the system on a daily
• Bank Reconciliations
Handle Retailers Consignment Stock
• Monthly Reconciliation of Retailers consignment stock
• Receiving and invoicing monthly sell out report from retailers
• Recording of returns
• Posting of debit notes from retailers

Accounts Payable In-charge
• Ensure appropriate documentation and approval for invoices prior to payment
• Process incoming invoices in compliance with financial policies and procedures
• Performing day to day financial transactions, including verifying, classifying, posting and recording accounts payables’ data
• Receive and Validate intercompany invoices
• Reconcile supplier statements, investigate and correct discrepancies
• Reconcile processed work by verifying entries and comparing system reports to balances
• Manage and update supplier files and make sure all relevant information is available on every supplier
• Respond to all vendor/supplier queries
• Prepared accounts payable vouchers/bank payment voucher and printing checks and supporting documents.
• Intercompany reconciliation

Accounts Receivables In-charge
• Customer account creation
• Customer invoice submission
• Customer accounts reconciliation
• Generate and send out customer statements
• Responsible for accounts receivables
• Perform accounts reconciliations
• Monitor customer account details for non-payments, delayed payments and other irregularities
• Research and resolve payments discrepancies
• Processing payment receipts from customers
• Bank reconciliations (payments/receipts entries)


SAP entry of WER (weekly expense reimbursement)
• Receipt of weekly expense report from Area Sales Manages
• Prepares PRM( payment request memo)
• Send the request with complete supporting documents to Head office for Check preparation


Processing of Non-trade Payable
• Posting of vendor invoices
• Prepare the Payment Request Memo
• Send the request with complete supporting documents to Head office for Check preparation
• Notify the vendor if check is ready for collection
• Provide the check information and payment details to the vendor.

Journal Vouchers
•Bank Reconciliation
•Gross Profit Rate Analysis (per branch)
•Subsidiary Ledger Accounts Reconciliation
•Posting of Official receipts
•Encoding/Posting of Sales Invoice
•Filing and keeping of records of branches