What Does a Payables Clerk Do?

A payables clerk is responsible for all payments to suppliers. This includes verifying that payments have been approved, processing payments in a timely manner, and ensuring that discounts are taken. The clerk also interacts with suppliers about payment issues, and ensures that the payables process is functioning correctly.

Accounts Payable Clerk Responsibilities

Match supplier invoices to authorizing purchase orders and proofs of receipt
Take all economical early payment discounts
Obtain payment approvals for non-cost of goods sold invoices
Enter all supplier invoices into the payables software
Issue notices to suppliers regarding rejected invoice line items
Process expense reports
Process procurement card payments
Notify managers when budgeted expenditure levels have been exceeded
Issue stop payments and void checks
Issue reminders to suppliers regarding uncashed checks
Pay supplier invoices when due. This may include the following types of payments:
- ACH payments
- Check payments
- Petty cash payments
- Wire transfers
Incorporate all applicable supplier credits into payments made
Research supplier requests for payment
Process value-added tax reclamations
Monitor supplier W-9 form submissions
Issue positive pay data to the bank
Update the supplier master file
Reconcile accounts payable to the general ledger

Accounts Payable Clerk Skills Requirements

A payables clerk must have strong attention to detail to accurately process invoices, match purchase orders, and catch any discrepancies before payment is made. They need good organizational skills to manage large volumes of transactions, track due dates, and maintain orderly filing systems for audit and reporting purposes. The clerk should also have strong communication skills to effectively interact with vendors, internal departments, and resolve billing issues in a professional manner. Additionally, proficiency in accounting software and spreadsheets is crucial for entering data efficiently, running reports, and supporting month-end closing activities.

Accounts Payable Clerk Experience Requirements

Many employers do not require an accounts payable clerk to have prior experience in this area, since it is considered to be an entry-level position in the accounting department. When a person does not have direct experience, a good alternative is a few years of experience within other parts of an accounting department, or at least in a clerical position.

Desired Qualifications

3+ years of general accounting experience, with a solid understanding of basic bookkeeping concepts. Must be detail oriented and comfortable using computer-based accounting systems.