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
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 與 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.
由Accounting Dept 再report
to General Manager.
By Daniel Kuo (郭道生)
