AP Accountant

Fixed-term contract – [12] months, extendable once by up to [6] months.

Role Purpose
You will join the Accounting team to handle day-to-day AP transactions, review and clear open items, and help standardize our AP process in Sage X3. You will work closely with the Accounting Officer, who focuses on tax compliance, GL, payment preparation and month-end closing.

Key Responsibilities

1. Supplier Invoice Processing

• Receive, check and post supplier invoices in Sage X3 as allocated by the Accounting Officer (local suppliers, overseas suppliers, raw materials, packaging and indirect spend).
• Perform two- or three-way matching against purchase orders, goods receipts, contracts or approved requests; hold and escalate invoices with price, quantity or approval discrepancies.
• Apply correct GL account, cost center and analytical dimensions, including the BOI-promoted, non-BOI, IBC and common activity split, in line with the approved chart of accounts.
• Verify that tax invoices meet Revenue Department requirements before posting; flag defective or missing tax invoices so input VAT is not claimed on invalid documents.
• Identify the correct VAT and withholding tax treatment on each invoice and record it in Sage X3 for review.

2. Employee & Business Expense Claims

• Review employee and business expense claims for completeness, supporting documents, compliance with the Company’s Travel & Expense Policy, and evidence of required approval.
• Verify the appropriate GL account, cost center, analytical dimensions, BOI / non-BOI / IBC allocation, and applicable VAT and withholding tax treatment.
• Check original tax invoices and receipts for compliance with Thai Revenue Department requirements before recording any recoverable input VAT.
• Record approved expense claims and employee reimbursements in Sage X3 within the agreed processing timeline.
• Follow up with employees on incomplete, unsupported, duplicate, or non-compliant claims and escalate exceptions to the Senior Accounting Officer – AP&GL or Accounting Manager.
• Reconcile employee advances, business advances, and outstanding expense claims, and follow up on long-outstanding balances.
• Prepare the approved reimbursement listing for payment processing; the role does not approve expense claims, authorize payments, or release payments in the banking system.

3. AP Backlog Clearance and Open-Item Clean-up

• Clear the AP posting backlog according to a plan agreed with the Accounting Officer, with weekly progress reporting.
• Investigate aged and unmatched AP open items, GR/IR (goods received not invoiced) balances, duplicate postings and unapplied supplier advances; propose correcting entries with supporting evidence.
• Perform supplier statement reconciliations for key and high-volume suppliers; resolve differences with suppliers and Procurement.
• Identify vendor master-data errors or duplicates and submit correction requests with evidence; the role does not create or amend vendor master records.

4. Tax Compliance Support

• Prepare supporting schedules for monthly purchase VAT (PP.30) and for PP.36 / PND.54 on overseas service payments, for review and filing by the Accounting Officer
• Support preparation of withholding tax data for PND.3 and PND.53 where invoice volume requires, in coordination with the Accounting Officer.
• Maintain complete and retrievable filing of tax invoices, receipts and withholding tax documents for invoices within scope.

5. Month-End Closing Support

• Complete invoice cut-off posting within the monthly closing timetable.
• Prepare supporting data for AP accruals (goods or services received but not invoiced) for review by the Accounting Officer – AP&GL.
• Prepare the AP sub-ledger ageing and a draft AP-to-GL reconciliation for review and sign-off.
• Prepare AP audit schedules and supporting documents as requested for the statutory audit.

6. Process Documentation and Sage X3 Stabilization

• Document step-by-step AP work instructions in Sage X3 (invoice entry, matching, holds, credit notes, tax coding) using the Finance team's standard template.
• Log recurring Sage X3 issues, manual workarounds and configuration gaps affecting AP, and report them to the Accounting Manager for the ERP improvement backlog.
• Participate in user acceptance testing for AP-related Sage X3 changes when requested.
• Record monthly AP volume and effort data (invoices posted, exceptions, processing time) to support the post-contract resourcing decision.

7. Other

• Respond to supplier queries on invoice status within scope; payment timing queries are referred to the Accounting Officer.
• Review and reconcile outstanding employee advances and unprocessed business expense claims at month-end, and identify any required accruals or reclassifications for review.
• Other AP-related tasks as assigned by the Accounting Officer or the Accounting Manager.

Qualifications

• Bachelor's degree in accounting, finance, or related field.
• Minimum 2–4 years of accounts payable experience, preferably in a manufacturing or multinational company.
• Good knowledge of Thai VAT and withholding tax requirements, including tax invoice validity rules.
• Working knowledge of PP.30, PND.3, PND.53, PP.36 and PND.54 is preferred.
• Experience with purchase-to-pay matching, supplier reconciliation and AP clean-up work.
• Experience with ERP accounting systems is required; Sage X3 experience is an advantage.
• Good command of English for communication with overseas suppliers.
• Good Excel skills (lookups, pivot tables) and strong documentation discipline.
• Available to start at short notice and to commit to the full contract period.

Required Competencies

• Accuracy and attention to detail in high-volume processing.
• Ability to analyze and reconcile accounting data and resolve discrepancies independently.
• Structured approach to clearing backlogs against agreed deadlines.
• Good communication and follow-up with suppliers, Procurement and Warehouse.
• Good documentation and filing discipline.
• Ability to learn a new ERP quickly and to write clear work instructions.
• Ability to work under deadlines during month-end closing.

Contract Deliverables and Completion Criteria

The contract is considered successfully completed when:

• The AP posting backlog is cleared, and invoices are posted within 5 working days of receipt.
• AP open items older than [90] days have been investigated, and every remaining item has a documented reason and owner.
• Supplier statement reconciliations are completed for the agreed list of key suppliers.
• AP work instructions for Sage X3 are documented and reviewed by the Accounting Manager.
• A handover is completed to the Accounting Officer and the Accounting Manager, including volume and effort data supporting the post-contract resourcing decision.
• Employee expense claims and advances are reconciled, with aged outstanding items investigated and documented