Transportation Accounts Payable Clerk II

Company / Location Information

We are one of the leading manufacturers of water heating and water treatment technologies in the world. We are a $3.5 billion company with 140+ years history and we employ more than 12,000 individuals globally who pride themselves on providing the world with innovative water technology. We are committed to Continuous Improvement, not just in our factories or processes, but in our people.

Primary Function

The Transportation/Freight Payable Clerk is a key member of the transportation team ensuring efficient, accurate and timely execution of freight payments for all inbound and outbound carriers supporting A.O. Smith distribution centers and manufacturing facilities. Under direct supervision, performs duties involved in the transportation accounts payable function. Duties may include preparing vouchers for payment, researching invoices, validating carrier discounts, corresponding with carrier receivables personnel, reviewing / managing carrier aging reports, reconciling disputed invoices, following up on discrepancies, maintaining invoice history as required in SAP, and resolving freight cost missing blocks.

Responsibilities

• Separates manual invoices for transportation vendors by payee. Organize all daily manual invoice receipts from transportation providers and prepare them for processing.
• Reviews TM Freight Cost Missing/Billing Blocks/Calculation Errors – work errors each morning to add freight cost to deliveries so that our customers can be invoiced
• Runs TM freight settlement disputed case invoice query (FSDC) report daily.  The FSDC query report references the dispute case number, shipment number, carrier, and dispute values.  Resolve discrepancies through reviewing the dispute drivers and reconciling with quoted file rates, planner involvement, and / or carrier accounts receivable personnel. TM freight disputes get managed / resolved in TM, and then get processed in ECC for payment by the division accounts payable team.
• Monitors and resolve both truckload and less than truckload invoice disputes in TM that are out of tolerance.
• Audits manual invoices, submit them for approvals as necessary prior to processing 
• E-mails planners and supervisors for any approvals as required. Maintain approvals and properly maintain files and additional documentation in SAP for back up to payment processing. 
• Accurately enters manual non-TM processed freight bills into ECC for timely payment. Uploads documents via pdf or through scanning process to save supporting documentation
• Assembles and scans approved, vouched manual invoices to Division / ECC for payment processing.
• Monitors carrier invoice discount opportunities.
• Review carrier aged invoice reports, resolving outstanding and still open charges.
• Completes freight quotes as requested from order entry or customer service
• Works with carriers and customers as needed to correct “incorrect party” billing errors
• Ensures all carrier credits are processed as received
• Maintains all files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.
• Frequently analyzes, investigates, and resolves other aged items on the FSDC query and reconciles invoices over 60 days old, and any other issues on the FSDC query monthly.

 

Role Specific Responsibilities

• Reviews the daily EDI error reports that are generated by EDI invoice transmissions. 
• Communicate with carriers as required to re-submit failed EDI invoices after advising them of the expected root cause of the transmission failure. All TM outbound freight PO’s generated must be processed and paid through TM.  The nightly invoice job will process the updated invoice through for payment if the invoice is within tolerance. If, even after several attempts at corrections are made, the EDI invoice is still not processed by the system then the A/P clerk will vouch the invoice as a non-EDI invoice.
• Acts as liaison between this branch (TM accounts payable) and Division or other branch accounts payable departments.
• Receives and organizes statements from carriers; checks carrier files for payment of any invoices listed outstanding, and calls departments and or vendors regarding any old outstanding invoices for verification of unpaid, lost, or billed invoices.
• Takes phone calls and answers any questions from departments or carriers regarding invoice payments.
• Makes calls to carriers to clarify any questionable invoice items, prices, or delivery approval documentation; calls AOS planning team regarding proper information and/or data regarding invoice payment processing.
• Assists in updating and maintaining the carrier database.
• Performs other related tasks as requested.