Accounting Officer

An Accounting Officer is primarily responsible for:

• Maintaining transaction log of  RFPs/Batch Reports submitted by BUs to countercheck that all  payment requests received by staff employees are processed;
• Review and system approval of Requests for Payment (RFP) for various Payees;
• Supervision/Guidance of staff employees particularly on  system (PS) familiarity/training,  applicable Bank disbursement policies and procedures, processing within turn-around time, BU designated approving/signing authorities, documentary requirements per payment transaction, and payment history verification.
• Review/Checking that paid transactions are properly and timely recorded, scanned and filed.
• Preparation of staff employee performance appraisals ; and 

Participating in the unit and/or department’s process improvement initiatives and  User Acceptance Tests (UATs) particularly those related to current functions and assigned tasks.

1. Review of payment requests  through various modes of payments

A1. Checking of related Payment Report/s for various modes of payments

1. Checks accuracy and completeness of the details indicated in the Payment Report such as: name of Vendor/External Service Provider (ESP), account number, invoice number and other payment details, withholding tax ,  gross and net payment amounts. Ensures the following:

1. 2. 1. valid Payee per attached documents (new Payee) or per payment history for existing Payees;
      2. required supporting documents for domestic and/or foreign Payees are attached;
      3. account number indicated is correct ( per CASA validation for new Payee) or based on Vendor/ESP’s confirmation or per Bank details per Invoice ( for foreign Vendors/Service Providers)
      4. payment instruction  correctly indicates purpose of payment, period covered and billed amount and currency
      5. compliance with Bank policies and guidelines;
      6. approvals of the BU’s designated approving/signing authorities;
      7. correct computation of applicable withholding taxes;
      8. correct net payment amount ;
      9. proper GL/Open item account/s are selected (for Post Report only)

2. Checks payment history in Purchasing System to prevent double payments.
3. Signs the “Checked By” portion of related payment report and forwards to Section and Unit/Department Heads for approval depending on gross payment amount.
4. On payment date, prepares the Summary of Post Report and submits to Validation and Control for downloading of CM file and/or checking of the computed peso equivalent amount of the foreign currency transactions to be forwarded to the Servicing Branch; and
5. Ensures that release of payments is within the prescribed turn-around time.

A2. Checking of Other CM File /BU Batch

1. Checks if  the Other CM File/BU Batch is duly approved by the designated BU approving/signing authorities.
2. Per BU Batch No., checks the following in PS:

1. Total item count
2. Total amount  (checks if tallies with RFP document)

3. Compares the payment description and other instructions in the Other CM File and the BU Batch No;
4. Randomly checks payment history of the identified Payees;
5. Signs the Post Other CM File Report and forwards the same to appropriate GAD Approvers.
6. On payment date, tags the BU Batch No. as posted in PS and forwards the documents to Validation and Control.
7. Ensures that the release of payment is within the prescribed turn-around time.

B.    Checking of GL Batch Listing Report for paid transactions

1. Ensures that transactions are properly and timely booked/recorded.
2. Ensures proper reversal of open item accounts like Accounts Receivable, Accounts Payable and Accrued Expenses Payable.
3. Signs and submit GL Batch Listing Report to Section Head/Unit Head for approval.
4. Verifies daily Miscellaneous Liabilities-BDO Supplier GL account to check if all transactions are booked on-time and that there are no float items.

1. 3. Downloading of CM Payment File

1. Receives from Accounting Officers the Summary of Post Report and Post Other CM File Report for credit within the day.
2. Groups the summaries received if with CM printing or without CM printing.
3. Tags the transaction as posted in PS.
4. Checks and validates the total of posted transactions versus the total in summary of post report per batch prior to downloading.
5. Assigns a CM Tran No. for all posted transactions. Prints the List of CM Transactions Report.
6. Downloads the CM Tran. No. in PS-Download CM File module to generate CM payment file.
7. Checks in SFTP folder if the generated CM payment file has been properly saved.
8. Prints the CM payment file. Submits to designated Downloading Officer for the day  for approval.
9. Once approved, submits to TPD the Download success screen via email.
10. Upon receipt of the return file from TPD, checks and validates the total no. of items and amount credited if they tally with the submitted CM payment file and checks if the return file has rejected transaction/s.
11. E-mails the concerned unit of rejected account/s for re-processing of transactions.

1. 4. Printing of Managers Check

1. 1. Receives approved Post Report for MC transactions from GAD – MC Accounting Officer/Checker.
   2. Checks the Post No., Total Amount, Deduction, Tax and Net Amount prior to tagging of Post Report in PS.
   3. Assigns MC Transaction No. for posted MC transactions. Prints the MC Tran report.
   4. Downloads the MC file in PS and saves the generated MC file in local folder.
   5. In the Check Print Engine (CPE) system, converts the MC file following the steps below:
      1. Initializes the  MC Transaction File
      2. Uploads Transactions – prints the uploaded transactions report in CPE
      3. Verifies Uploaded Transactions
      4. Authorizes Uploaded Transactions
   6. Tags the transactions for printing and selects the designated GAD Approvers’ signatures to be affixed on the printed MC.
   7. Validates the printed MC versus the printed uploaded transactions report.
   8. Affixes initials and forwards the printed MC to Validation and Control Officer for releasing.
   9. After printing all MCs released for the day, generates and saves Extract MC – PS Interface file report and uploads to PS – Upload MC No. module.
   10. Generates and prints Daily Transmittal Listing Detailed Report and submits together with the remaining unused MCs to Validation and Control Officer.

1. 5. Validation of printed MC, Total MCs released for the day and outstanding MCs on hand

1. Receives printed MC from GAD-MC section.
2. Compares printed MC details against Post Report: (a) Vendor/Service Provider name (b) amount (c) signatures of GAD Approver and (d) Ref. No.
3. Affixes initials on the MC Acknowledgment Receipt (AR)/Payment Advice.
4. Checks physical count of printed MCs against MCs processed for the day report.
5. Checks physical count of printed MCs against List of Unreleased checks.

1. 6. Creation and Updating of Vendor/Payee Set-up in the Inventory Management System (IMS)

1. 2. 1. Receives e-mail request from various Business Units.
      2. For request with BDO CASA account, request for BDO CASA verification from authorized GAD Officer/s. If the BDO CASA account indicated is not existing in ICBS (e.g. account not found), informs the requesting unit via e-mail.
      3. Encodes in IMS – Vendor Maintenance the details of Vendor/Payee for creation or updating.

1. 1. 10. Vendor Name
      11. Vendor Address and Zip code
      12. Vendor TIN no.
      13. Vendor Type
      14. Vendor Accreditation status
      15. Vendor Related Party Transactions (RPT) status
      16. Vendor Classification
      17. BDO CASA Account (if any);

1. 1. 4. If the settlement account of the TT Payee is not a BDO account, encodes the required payment details per TT form (e.g., beneficiary bank, bene bank address, etc.) in the IMS;
      5. Once vendor creation/updating is successfully saved in the IMS, requests the concerned Business Units via e-mail  to review IMS details and provide feedback on any discrepancy.

1. 7. G.    Requesting and Monitoring of Manager’s Check Booklet.

1. Safekeeps all unused MCs per box in the vault.
2. Provides MC Section one box (with 10 booklets) of MCs upon request.
3. Requests the MC Accounting Officer to sign the Inventory Report upon receipt of MC.
4. Passes GL entry for the cost of MCs requested.
5. Prepares monthly schedule of MCs with the following details:
   2. 1. Unused MCs being kept in the vault
      2. Balance of MCs on Hand
6.  Compares schedule of balance of MCs on hand against the GL balance.

1. 8.    Other Administrative Functions

1. Checks validated Credit Memos against list of released payments to Vendors with zero and million net amounts.
2. Exports the list of files scanned and indexed by Staff Processor/s thru Document Management and Imaging System (DMI).
3. Approves summary of documents for warehousing;
4. Participates in User Acceptance Test (UAT) activities;
5. Suggests process improvements and other work simplification initiatives.
6. Answers queries/clarifications of Branches, Business Units and FRCD  regarding payment related transactions.