Account Assistant

Job scope - Accounts Payable (AP)

1. Invoice Processing & Verification

✓ Review and verify supplier invoices for accuracy.

✓ Ensure proper 3-way matching (PO → GRN → Invoice).

✓ Check pricing, quantity, and approval signatures.

✓ Ensure CKs and outlet invoices match supporting documents.

✓ Follow up on discrepancies immediately.

1. Supplier Payment Management

✓ Prepare weekly and monthly supplier payment batches.

✓ Ensure payment terms are followed to avoid late payment.

✓ Update payment tracker for timely disbursements.

1. Accounts Payable Ledger & Reconciliation

✓ Enter supplier invoices into the accounting system.

✓ Update supplier aging weekly.

✓ Perform monthly supplier statement reconciliation.

✓ Investigate outstanding issues or discrepancies.

1. Expense & Claims Processing

✓ Verify staff claims, petty cash, and travel expenses.

✓ Ensure compliance with company claim policy.

✓ Check outlet expenses such as utilities, mall charges, and rent.

✓ Track recurring monthly expenses.

1. Tax & Compliance

✓ Ensure supplier tax invoices meet IRBM requirements.

✓ Identify SST-applicable invoices.

✓ Prepare documents required for audit and tax agent.

✓ Support e-invoice compliance for supplier invoices.

1. Month-End Closing Support

✓ Prepare AP-related journals (accruals, prepaid, reclassifications).

✓ Update AP listing for closing.

✓ Assist GL team with reconciliation schedules.

1. Documentation & Filing

✓ Maintain proper filing of invoices, DOs, GRNs, and payment vouchers.

✓ Ensure documents are complete for SST (if applicable) and audit.

Job Scope - Accounts Receivable (AR)

1. Sales Reconciliation – Daily / Weekly

✓ Reconcile daily outlet sales vs POS vs bank-in.

✓ Identify shortages, overages, and missing settlement slips.

✓ Verify credit card and e-wallet settlements.

✓ Ensure accurate upload of sales to accounting system.

1. Corporate Billing & Invoicing

✓ Prepare invoices for wholesale/corporate customers.

✓ Ensure accuracy of billing (prices, quantities, DOs).

✓ Issue invoices and statements promptly.

1. AR Collection & Follow-Up

✓ Monitor AR aging report weekly.

✓ Follow up on overdue payments.

✓ Prepare monthly collection summary.

✓ Escalate high-risk accounts.

1. Bank & Settlement Reconciliation

✓ Reconcile bank deposits, credit card settlements, e-wallet settlements.

✓ Track missing or late settlements from payment providers.

1. Credit Control

✓ Review new customer applications.

✓ Propose suitable credit limits and terms.

✓ Suspend accounts exceeding credit limits.

1. Month-End Closing Support

✓ Prepare AR-related journals.

✓ Update AR listing.

✓ Provide reports to GL and management.

1. Documentation & Filing

✓ File delivery orders, invoices, statements, and contracts.

✓ Maintain organized digital copies of documents.

Job Scope - Inventory & COGS Analysis

1. Raw Material Inventory Monitoring (CKs)

✓ Track daily, weekly, and monthly movement of raw materials.

✓ Verify stock reports from CK production teams.

✓ Monitor variances between:

➢ System stock vs physical stock

➢ CK usage vs production output

➢ Highlight abnormal usage or wastage.

➢ Ensure stock data is updated accurately in system

1. Finished Goods & Outlet Inventory Control

✓ Monitor finished goods transferred from CK to outlets.

✓ Reconcile outlet wastage vs sales.

✓ Analyse stock turnover rate and perform trend monitoring.

✓ Alert operations team on low stock or slow-moving items.

1. COGS Analysis & Reporting

✓ Prepare monthly COGS (Cost of Goods Sold) report by CK and by outlets.

✓ Analyse major cost components:

✓ Ingredient cost

✓ Packaging cost

✓ Production labour allocation

✓ Wastage & spoilage

✓ Variance vs standard costing

✓ Identify reasons for COGS fluctuations (ingredient price changes, wastage, recipe

changes).

1. Recipe Costing & BOM (Bill of Materials) Maintenance

✓ Maintain updated recipe costing for all products.

✓ Update BOM whenever ingredient price changes.

✓ Ensure accuracy of standard cost for each SKU.

✓ Work closely with R&D/New Product Development team for new recipe costing.

1. Monthly CK Variance Analysis

✓ Standard usage vs actual usage

✓ Production yield variance

✓ Shrinkage, wastage, spoilage

✓ Investigate root cause of variances and propose corrective actions.

1. Stock Reconciliation & Physical Stock Count

✓ Lead monthly stock count for all CKs.

✓ Reconcile physical count vs system quantity.

✓ Prepare stock adjustment journals for GL team.

✓ Highlight significant stock discrepancies.

1. COGS Forecasting & Budgeting Support

✓ Provide cost assumptions for annual budget.

✓ Estimate COGS impact from:

✓ Ingredient price increases

✓ Sales volume changes

✓ New menu items

✓ Assist in preparing budget COGS vs actual COGS variance reports.

1. Document Control & Data Accuracy

✓ Maintain proper records for CK production sheets, wastage forms, inventory logs.

✓ Ensure data accuracy for audit, SST (If applicable), and cost control purposes.

✓ Organise costing files by product category.

1. Cross-Department Collaboration

✓ Work closely with:

➢ Central Kitchen (CK) team – for production and wastage

➢ Procurement – for purchase price updates

➢ Operations – for outlet stock & wastage

➢ R&D – for new product costings

➢ GL team – for stock journals and COGS posting

1. Documentation & Filing

✓ Filing all CK production reports (daily production sheets, yield reports).

✓ Filing CK wastage, spoilage, and adjustment forms.

✓ Filing recipe costing, BOM updates, and version history.

✓ Filing stock count sheets (CKs, warehouses).

✓ Filing supplier price lists and raw material changes for cost comparison.

✓ Maintaining folders for new product costing (NPD).

✓ Keeping costing logs and audit trails for internal/external audit.