Accounts Payable Processor

Job Title: Accounts Payable (AP) Processor

Location: Winston-Salem, NC

Reports To: Senior Accounting Manager

About The Role

Hanes Companies is seeking a detail-oriented Accounts Payable Processor to join our accounting team. This role is critical in ensuring accurate and timely processing of vendor invoices, check runs, and compliance with company policies. The AP Processor will work closely with internal departments and external vendors to maintain smooth financial operations.

Key Responsibilities

• Process and reconcile vendor invoices (PO and non-PO) for all business entities
• Perform daily invoice edits, resolve discrepancies, and update AP systems
• Prepare and distribute weekly AP checks, ensuring proper documentation and retention
• Maintain vendor records and email correspondence
• Collaborate with internal teams to resolve payment discrepancies and disputes
• Manage yearly file rotation and archival per retention policies
  
  

Qualifications

• Education: High school diploma or equivalent
• Experience: 2 years in accounts payable or similar accounting role
• Skills:
• Strong attention to detail and organizational skills
• Proficiency in AP systems and Microsoft Office Suite
• Ability to manage multiple priorities and meet deadlines
• Effective communication and problem-solving skills
  

Daily:

• Vendor Invoice Edit (Report No. AAPD02) is generated and printed on the designated AP printer for distribution accompanied by invoice copies.
• Work with AP Processors to correct AP edit errors for expense and cost payables
• Work with Cost Department to ensure any AP edit changes are also corrected in the cost system to keep the G/L, AP, and Cost systems in balance.
• Update the AP system
• Provide supporting invoice details to the Winston Salem accounting group for assigned G/L account numbers.
• File AP invoices payable by check by due date.
• Distribute SCF and wire transfer invoices to designated employees
• Add/Update vendor information (as needed)
• Process manual payables (non-PO invoices) for HD&F and Corporate invoices
• Process PO payables
• Process/Request OPT=Pay information to delete outstanding invoices (all companies) from the AP system to avoid payment and submit the information to the Senior Accounting Manager for review. Once approved, the completed delete request is sent to the Staff Accountant for recording to the G/L.
• Re-Enter deleted invoices (all companies) if required.
• Vendor email correspondence
• Issue/Process/Report manual (pre-written) AP checks as needed and requested.
• Process emergency invoices (as needed) for all companies.
  
  

Weekly:

• AP check writing (All Companies)
• Once the voucher copies and original checks are received from the Helpdesk, the A/P invoice(s) are matched and attached to the corresponding voucher. All invoices must be matched to the voucher copy prior to the check being mailed to the vendor. During this process, the designated Winston Salem employee will note on the voucher copy if special mailing instructions are provided or if the check requires special handling. Once all voucher copies have been matched to the corresponding invoice packet, the checks are put in a window envelope and mailed
• AP checks are sent regular mail unless returned to an office employee or sent by Federal Express and/or UPS.
• The complete A/P voucher packet is then filed for retention purposes (7 Years). All A/P voucher packets are filed by check writing date in the order they are generated.
• Provide Senior Accounting Manager with AP check writing totals.
• Provide Financial Analyst with the first and last voided check numbers and any additional voided checks that occurred while printing AP checks.
• Process the AP Edit on the Prelist (All Companies) to hold or force off invoices that are not within the check writing parameter dates.
• Work with AP Processors to resolve payment discrepancies and resolve disputes.

Monthly:

• Review the receivers not paid report with purchasing to determine items paid without a purchase order and delete open purchase orders in the AP system. This process allows monthly expense accruals to be more accurate.
• Report invoices requiring sales tax payments and provide the information to the Senior Accounting Manager.
• Process/Request OPT=Void information to void outstanding checks (all companies) from the AP system/Vendor Analysis and submit the information to the Senior Accounting Manager for review. Once approved, the completed void request is sent to the Staff Accountant for recording to the G/L
• Re-Enter voided invoices (all companies) if required.
• Provide postage expense to the Senior Accounting Manager for monthly allocation to the branches.
• Reimburse postage machine (as needed) to ensure adequate postage is available for mailings.
• Update postage machine (as needed).
• Report AP checks held from the last check writing of the month to the Senior Accounting Manager for monthly allocation to the branches.
• Provide IC outstanding AP totals to Senior Accounting Manager for monthly J/E.
• Plan/Communicate check writing schedule changes due to quarter end payment scheduling, holidays, etc.
  
  

Yearly:

• Rotate AP invoice files in the archive room which includes boxing and labeling all files for the offsite storage facility.
• Provide a retention list of AP invoice files to the offsite storage facility for file rotation.
• Rotate/Destroy internal reports per L&P retention period.
  
  

Up Coming Projects:

• Transition select vendors to ACH/EFT payment method requiring system enhancements.
  
  

Hanes Companies is a people-first organization dedicated to providing a complete benefits package for our employees and their families. Benefits include health/dental/vision insurance, retirement savings with company match, discount stock plan, paid time off, paid holidays, employee assistance program, gym reimbursement, education reimbursement, and many more!

Equal Employment Opportunity/Veterans/Disability Employer

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