Saturday, June 18, 2016

美國會計人員工作職責

Job Description

Administration (HR):

1. Maintaining payroll time cards and generating payroll reports.

2. Processing health insurance and/or general liability claims.

3. Coordinating with attorney regarding legal issues.

4. Arranging interviews and orientation for new employees.

5. Ordering plants or flower arrangements.

6. Verify employment.

7. Handling insurance company audits.

8. Procuring bank reconciliations for payroll account.

9. Taking care of incoming and outgoing faxes.

10. Conducting annual performance evaluations to determine potential salary increases, promotions, necessary training, educational benefits and/or termination.


General Ledger:

1. Preparing monthly financial statements for Ascent America Laboratories Inc. via QuickBooks.

2. Preparing monthly and year end supporting documents and accounts analyses via QuickBooks.

3. Preparing year end trial balance and financial statements for income tax return via QuickBooks for fiscal year end.

4. Reconciling bank statements and sorting returned checks by sequence number.

5. Verifying C/R, sales, CD and purchase journals.

6. Reviewing checks for all expenses and purchases with the supporting documents.

7. Preparing journal entries for prepaid, accrued expenses and making adjustments for extraordinary sales and costs for internal purposes, logging all entries in QuickBooks.

8. Assisting company in preparing financial statements for bank loan purposes.

9. Supervising the accounting staff for accounting work.

10. Preparing LA city license tax annually.

11. Preparing LA county property tax annually.

12. Corresponding with CPA and reviewing income tax return.


Accounts Payable (A/P):

1. Matching invoice prices with purchase order prices, and invoice quantities with received quantities in warehouse.  Calling vendors to resolve any discrepancies found, or relaying issues to purchasing department.

2. Auditing profit margin on non-stock items with open invoices.

3. Checking expenses for accurate billing.

4. Updating and maintaining vendor file.
 
5. Issuing purchase and expense payment checks.

6. Recording bank credit line and loan payable.

7. Keeping track of daily cash flow and balancing the book.

8. Printing out check history.

9. Preparing and filing Form 1099 annually including schedules, typing and verifying.

10. Filing purchase invoices.

11. Filing expenses evidence.


Accounts Receivable (A/R):

Billing Procedures:

(1) All charge accounts have to follow the credit line report. If you charge
     customers who have no credit line on file, invoices must be signed by
     customer and approved (initialed) by sales managers, if amount is under
     $2,000.00; or approved by Associate CEO, if the amount is over
     $2,000.00.
(2) Any “Free-of-Charge”, “Sample”, “Gift”, etc. invoice that we do not
      charge customer for must also require signed approval from Associate
      CEO or sales manager.
(3) All originals of invoices are necessary to be signed by customers when
      goods are delivered. This will be regardless of paid, C.O.D. or charged
      customers and ensure that they have accepted our products in proper
      conditions at the time they are picked up or delivered. This would be
      used to avoid or dispute any complaints in the future.
(4) If we ship to out-of-state customers, a “Bill of Lading” must be attached
      to the original invoice and signed by the carrier or trucking company.
      If merchandise is shipped by UPS, a packing list and pick-up record  
      sheet must also be attached to the original invoice.
 (5) All applications for credit must be completely filled out and signed by
      customer before turning in to Accounting/Credit Department for credit
      check. Please inform customers accordingly. Only customers can be
      charged if the application for credit is approved by Associate CEO.

1. Checking daily sales reports with invoices and customer account inquiries, reporting any discrepancies to C/R or salesperson.


2. Updating receivables by totaling unpaid invoices.

3. Resolving valid or authorized deductions by entering adjustment entries.

4. Resolving collections by examining customer payment plans, payment
history, credit line (term net 30 day and C.O.D.); coordinating contact
with salesperson (collections person).
   
5. Maintaining and opening new customer file.

6. Recording checks that we deposit everyday into QuickBooks.

7. Updating and maintaining customer file.

8. Filing sales invoices by sequence numbers.

9. Filing sales invoices alphabetically (customer name).

10. Sales information  à Pending Order à Sales Confirmation


Purchasing Agent:

1. Placing orders for customer (non-stock items).
    1) Check price, lead time, freight amount (including regular freight and
         free freight point), minimum order, quantity or amount break point   
         and verify with person who quoted the price.
     2) Placing the order.
          a) Create purchase request
          b) Create item file
          c) Input to computer
               i)   Item file
               ii)  Purchase order processing
               iii) Print order
           d) Fax or e-mail the order
           e) Copy/forward all supporting documents to different departments
               (accounting, sales, warehouse)
      3) Follow up with the order
      4) Coordinate with sales and accounting for cost analysis
   

2. Placing orders for stock items.

3. Calculating costs and profit margins.

4. Calculating costs for overseas orders.
    Calculating all actual costs for overseas orders.
1)    Request invoice copy and purchase order copy to calculate the
actual cost for all items
       2)  Forward an actual cost copy to accounting, sales
             a) Duty
             b) Insurance
             c) Freight
             d) Exchange rate
             e) Service Charge
             f) Measurement

5. Checking prices for sales department.
    When sales department asks for pricing, call to check right away.
 1)  Information needed
       a)  Price
       b)  Lead time
       c)  Freight amount
       d)  Minimum order

6. Updating vendor file.
    Update the Vendor File in computer when receiving new information
1)     Fill out the company file for new vendor to open an account
2)     Update the vendor file in computer
i)                   Phone number
ii)                Fax number and e-mail address
iii)              Address
iv)              Contact person

7. Distributing incoming mail.
    Receive all incoming letters and catalogs, then forward a copy to the
    related person or department

8. Reviewing check copy.
    Double check all the purchase checks that were issued by accounting
    department



採購人員需知:

(A)   隨時保持 Vendor file 下列資料之正確
  1. Minimum Order (包括總數量金额或個别ITEM 之數量金额)
       2. Lead Time (訂貨到來货時間)
       3. QTY or Amount Break Point (可争取到更好價格之數量或金额)
       4. Freight (包括Regular Freight Free Freight Point)
       5. Other special program.
       將上列資料仔細填入並隨時 Update, 並歸入總 File, 以便查询。

(B)  STOCK ITEM 之訂貨
        1. QTY sold YTD / Months up-today = QTY sold per month
        2. QTY sold per month multiply Leadtime/30 = QTY order point
        3. QTY on-hand Less QTY Allocated = QTY Available
        4. QTY available Plus QTY on order = QTY will Available
        5. QTY order point Less QTY will available = QTY need to order
        除上述基本公式外,尚需要参考的重點有:
1.      Minimum order.  2. QTY or Amount Break Point. 3. Free Freight
           Point, 才能決定訂貨的數量。
(C)   NON-STOCK 之訂貨
        1. 要求Sales Dept. 隨時提供實際交貨時間
        2. 根據交貨時間决定訂貨時間
(D)   PURCHASE REQUEST
        1. 在訂貨時應注意利润之比例,算法如下: (一定要填在
             REQUEST上之 %)
             1(one) Less ( Cost/Selling Price) =     %
2.     發覺 % 太低時應主动要求调價,但调價要求時必须先调查競爭者之賣價做為参考。
3.     如果發覺 % 是零(Zero) 或負數時 (即不賺或賠時) ,一律COPY
      一份交给Accounting Department. Accounting Dept report
       to General Manager.



By Daniel Kuo (郭道生)

     


  












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