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Finance and Accounts · Mid level

Accounts Payable Specialist job description

An Accounts Payable Specialist owns the process of paying suppliers correctly and on time. They receive vendor invoices, match them to purchase orders and goods received, book them with the right tax and prepare payments within terms. The role reports to the Accounts Manager and works closely with procurement and stores. A good AP Specialist stops duplicate and wrong payments, keeps vendor accounts clean and makes sure the company neither pays late nor pays twice.

DetailFor this role
DepartmentFinance and Accounts
LevelMid level
Reports toAccounts Manager
Direct reportsNone
Experience2 to 5 years in accounts payable

Accounts Payable Specialist job description template

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Job title: Accounts Payable Specialist

Department: Finance and Accounts

Reports to: Accounts Manager

Location: [City], [office, branch or site]

About the role

An Accounts Payable Specialist owns the process of paying suppliers correctly and on time. They receive vendor invoices, match them to purchase orders and goods received, book them with the right tax and prepare payments within terms. The role reports to the Accounts Manager and works closely with procurement and stores. A good AP Specialist stops duplicate and wrong payments, keeps vendor accounts clean and makes sure the company neither pays late nor pays twice.

Key responsibilities

  • Receive and verify vendor invoices against purchase orders and goods receipt notes.
  • Run the three way match and resolve price, quantity or tax mismatches.
  • Book invoices with the correct GST, TDS and cost allocation.
  • Prepare payment runs and schedule payments within agreed vendor terms.
  • Reconcile vendor statements and clear old or disputed balances.
  • Manage advances to vendors and adjust them against invoices.
  • Track and claim eligible GST input credit on purchases.
  • Handle vendor queries on payments and provide payment advice.
  • Maintain the vendor master and flag duplicate or dormant accounts.
  • Support month end accruals for goods and services received but not billed.

Requirements

  • B.Com or M.Com
  • Good knowledge of payables and GST on purchases
  • ERP payables experience is an advantage
  • 2 to 5 years in accounts payable

KRAs and KPIs for a Accounts Payable Specialist

Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.

Key result areaHow to measure it
Payment accuracyDuplicate or wrong payments held at zero through the year
On time paymentApproved invoices paid within vendor terms above the agreed percentage each month
Invoice processingInvoices booked within the agreed days of receipt and approval
Vendor reconciliationKey vendor accounts reconciled monthly with no item open beyond 60 days
Input creditEligible GST input credit on purchases claimed in full each month

Skills and tools

Accounts payableThree way matchingGST and TDS on purchasesVendor reconciliationERP payables moduleMS ExcelAttention to detailQuery handlingProcess discipline

Tools used day to day: SAP MM, Tally Prime, MS Excel, GST portal, Bank payment portals.

Reporting line and career path

Accounts ManagerAccounts PayableSpecialist
Moves up from: Accounts Payable Executive, Accounts Executive, Accounts Officer
Next roles: Senior Accountant, Accounts Manager, Assistant Accounts Manager

Interview questions for a Accounts Payable Specialist

  1. Walk me through a three way match and what you do when it fails.
  2. How do you prevent a duplicate payment to a vendor?
  3. How do you handle TDS while booking a contractor invoice?
  4. A vendor says a payment is missing. How do you check?
  5. How do you keep input credit on purchases fully claimed?
  6. How do you prioritise payments when cash is tight?

Managing a Accounts Payable Specialist in ZeniaHR

AttendanceOffice based on a general shift. Web punches on the office network and [mobile app](/hrms/features/mobile-app/) punches record presence. HR reviews the monthly attendance log before payroll and tracks any overtime worked during payment run days.LeaveAvoid approving leave on scheduled payment run days and at month end when accruals are booked. Use the [leave](/hrms/features/leave/) ledger to keep the payables desk covered and plan around vendor payment cycles.Performance and KRAsSet the KRAs above as goals in a review cycle. Track payment accuracy and on time payment every month, and hold the formal review each quarter with the Accounts Manager.

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Frequently asked questions

What does an Accounts Payable Specialist do?

An Accounts Payable Specialist owns paying suppliers correctly and on time. They verify vendor invoices, run the three way match, book them with the right tax, prepare payments within terms and reconcile vendor accounts. They manage advances, claim input credit and stop duplicate or wrong payments, reporting to the Accounts Manager.

What is the three way match in accounts payable?

The three way match compares the vendor invoice with the purchase order and the goods received note before payment. It confirms the company ordered the item, received it and is being billed at the agreed price and quantity. Only when all three agree is the invoice cleared for payment.

What qualifications does an Accounts Payable Specialist need?

Most Accounts Payable Specialist roles ask for a B.Com or M.Com with good knowledge of payables and GST and TDS on purchases. Two to five years of experience and hands on skill with an ERP payables module such as SAP MM or Tally are expected for the role.

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