Purchase Ledger Clerk Onboarding Checklist

Purchase Ledger Clerk Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Purchase Ledger Clerk starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Accounting onboarding experience or just need an onboarding checklist for your new Purchase Ledger Clerk, you’re in the right place. We’ve put together a sample Purchase Ledger Clerk onboarding checklist below and have created onboarding templates & resources to help.

Purchase Ledger Clerk Onboarding Checklist

1. Introduction to company policies and procedures: The purchase ledger clerk should be provided with a comprehensive overview of the company’s policies and procedures related to accounting, specifically the purchase ledger. This task is typically performed by the HR department or the immediate supervisor.

2. Familiarization with accounting software: The purchase ledger clerk should receive training on the accounting software used by the company to manage purchase invoices and payments. This task is usually performed by the IT department or a designated trainer.

3. Understanding the chart of accounts: The purchase ledger clerk should be given a detailed explanation of the company’s chart of accounts, including the different expense categories and general ledger codes. This task is typically performed by the finance department or the immediate supervisor.

4. Introduction to the purchase order process: The purchase ledger clerk should be familiarized with the company’s purchase order process, including how to request and approve purchase orders, and how to match them with invoices. This task is usually performed by the procurement department or the immediate supervisor.

5. Reviewing vendor contracts and terms: The purchase ledger clerk should be provided with copies of vendor contracts and be guided through the terms and conditions, payment terms, and any specific requirements related to invoicing and payments. This task is typically performed by the procurement department or the immediate supervisor.

6. Understanding the approval hierarchy: The purchase ledger clerk should be introduced to the company’s approval hierarchy for purchase invoices and payments, including who has the authority to approve invoices at different levels. This task is usually performed by the finance department or the immediate supervisor.

7. Learning the invoice processing workflow: The purchase ledger clerk should be trained on the step-by-step process of receiving, reviewing, coding, and entering purchase invoices into the accounting system. This task is typically performed by the finance department or a designated trainer.

8. Familiarization with expense coding: The purchase ledger clerk should be provided with a list of expense codes used by the company and be trained on how to accurately assign the correct codes to purchase invoices. This task is usually performed by the finance department or the immediate supervisor.

9. Understanding payment processing: The purchase ledger clerk should be guided through the company’s payment processing procedures, including how to prepare payment runs, obtain necessary approvals, and ensure timely payments to vendors. This task is typically performed by the finance department or the immediate supervisor.

10. Introduction to month-end closing procedures: The purchase ledger clerk should be familiarized with the month-end closing procedures, including reconciling vendor statements, resolving any discrepancies, and preparing reports for management. This task is usually performed by the finance department or the immediate supervisor.

11. Collaboration with other departments: The purchase ledger clerk should be introduced to key personnel in other departments, such as procurement, accounts payable, and finance, to foster effective communication and collaboration. This task is typically performed by the immediate supervisor or the HR department.

12. Compliance with legal and regulatory requirements: The purchase ledger clerk should receive training on relevant legal and regulatory requirements, such as tax regulations, data protection laws, and anti-money laundering policies, to ensure compliance in their role. This task is usually performed by the finance department or a designated compliance officer.

13. Continuous professional development: The purchase ledger clerk should be encouraged to participate in relevant training programs, webinars, or conferences to enhance their knowledge and skills in the field of accounting and purchase ledger management. This task is typically performed by the HR department or the immediate supervisor

Setting Up Your Employee Onboarding Process

From reading through the items in the example Purchase Ledger Clerk checklist above, you’ll now have an idea of how you can apply best practices to getting your new Purchase Ledger Clerk up to speed and working well in your Accounting team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.