Administrative Reports to: Finance

Account

Role Overview

Handles Zera's day-to-day financial transactions including billing, collections, payments, and bookkeeping. Maintains accurate financial records and ensures timely month-end and year-end closing to support Finance reporting and audit.

Key Responsibilities

Processes

Revenue & Accounts Receivable (Income)

AC01 — Masterlist Maintenance

Frequency: ongoing Approval: Account Tools: Commun SIS / spreadsheet Coordinates with: Admission Office, Student Service

  1. Receive confirmed enrolment or withdrawal updates from Admission Office / Student Service
  2. Add or update student records in the billing masterlist
  3. Verify fee category, payment plan, and discount/scholarship details
  4. Cross-check with SIS student records for accuracy
  5. Archive records of withdrawn students
  6. Review masterlist for completeness at the start of each term

AC02 — Monthly Billing

Frequency: monthly Approval: Finance Tools: Commun SIS Coordinates with: Finance, Admission Office

  1. Generate monthly invoices from billing masterlist
  2. Apply any adjustments (new students, withdrawals, discounts)
  3. Review invoice batch for accuracy
  4. Obtain Finance approval on total billing amount
  5. Issue invoices to parents via Commun or email
  6. Record invoices in accounting system?
  7. File copies for audit trail

AC03 — Collection Reminder and Late Interest

Frequency: monthly Approval: Finance Tools: Commun / accounting software Coordinates with: Finance, Admission Office

  1. Review outstanding receivables after payment due date
  2. Generate aged receivables report
  3. Send first reminder to parents via Commun
  4. Send second reminder with late interest notice if still unpaid
  5. Calculate and apply late interest per financial policy (FN05)
  6. Escalate chronic non-payment cases to Finance
  7. Update collection status in accounting system

AC04 — Payment Receipt and Allocation

Frequency: daily / as received Approval: Account Tools: accounting software / bank portal Coordinates with: Finance

  1. Check bank account for incoming payments
  2. Match payment to student invoice
  3. Issue official receipt
  4. Allocate payment in accounting system
  5. Flag and investigate unidentified payments
  6. Update receivables balance
  7. File receipt copies

AC05 — Monthly Collection Report

Frequency: monthly Approval: Finance Tools: accounting software / spreadsheet Coordinates with: Finance

  1. Extract collection data for the month
  2. Compile report showing total billed vs collected vs outstanding
  3. Break down by programme (PLUS, Homeschool, Cambridge)
  4. Highlight overdue accounts and actions taken
  5. Submit report to Finance for management report (FN06)

Expenditure & Accounts Payable (Outflow)

AC11 — Vendor & Creditor Masterlist

Frequency: ongoing Approval: Account Tools: accounting software / spreadsheet Coordinates with: Operations, all departments

  1. Receive new vendor request with supporting documents (SSM registration, bank details)
  2. Verify vendor legitimacy and documentation
  3. Create vendor record in accounting system
  4. Maintain and update existing vendor records
  5. Deactivate vendors no longer in use
  6. Review masterlist periodically for accuracy

AC12 — Procurement-to-Pay

Frequency: as needed Approval: Finance, requesting department head Tools: accounting software / purchase order form Coordinates with: requesting department, Finance, vendor

  1. Receive approved purchase request from department
  2. Verify budget availability with Finance
  3. Issue purchase order to vendor
  4. Receive goods/services and verify against PO
  5. Receive and verify vendor invoice
  6. Process payment within agreed terms
  7. Record transaction in accounting system
  8. File PO, delivery note, invoice, and payment proof

AC13 — Staff Claims

Frequency: monthly / as needed Approval: department head, Finance Tools: claims form / accounting software Coordinates with: HR, Finance, claiming staff

  1. Receive staff claim with receipts and department head approval
  2. Verify claim against policy (eligible expenses, limits)
  3. Record claim in accounting system
  4. Include in next payment batch
  5. Process reimbursement
  6. Notify staff of payment
  7. File claim documentation

AC14 — Recording and Filing

Frequency: daily / ongoing Approval: Account Tools: accounting software / filing system Coordinates with: Finance

  1. Collect all transaction documents (invoices, receipts, bank slips)
  2. Record transactions in accounting system with correct coding
  3. Attach supporting documents to entries
  4. File physical copies in organised folders by month
  5. Ensure all records are retrievable for audit

Bookkeeping (Control)

AC21 — Record Sales Amount from Commun

Frequency: daily / weekly Approval: Account Tools: Commun / accounting software Coordinates with: Finance

  1. Export sales/payment data from Commun
  2. Reconcile Commun records with bank receipts
  3. Record revenue entries in accounting system
  4. Investigate and resolve discrepancies
  5. File reconciliation records

AC22 — Accruals & Provisions

Frequency: monthly Approval: Finance Tools: accounting software / spreadsheet Coordinates with: Finance

  1. Identify expenses incurred but not yet invoiced
  2. Identify income earned but not yet received
  3. Calculate accrual and provision amounts
  4. Post journal entries in accounting system
  5. Reverse prior month accruals as needed
  6. Obtain Finance review and approval
  7. Document basis for each accrual

AC23 — Payroll Accounting

Frequency: monthly Approval: Finance Tools: payroll system / accounting software Coordinates with: HR, Finance

  1. Receive confirmed payroll data from HR (new hires, changes, separations)
  2. Process monthly payroll calculation (salary, deductions, statutory contributions)
  3. Verify EPF, SOCSO, EIS, and PCB calculations
  4. Submit payroll summary to Finance for approval
  5. Process salary payments via bank
  6. Record payroll entries in accounting system
  7. Submit statutory contributions by deadline
  8. Distribute payslips to staff
  9. File payroll records

AC24 — Bank Reconciliations

Frequency: monthly Approval: Finance Tools: accounting software / bank portal Coordinates with: Finance

  1. Obtain bank statements for all accounts
  2. Match bank transactions to accounting records
  3. Identify and investigate unmatched items
  4. Post adjusting entries for bank charges, interest, etc.
  5. Prepare bank reconciliation statement
  6. Submit to Finance for review
  7. File reconciliation with supporting documents

AC25 — Month-End Closing

Frequency: monthly Approval: Finance Tools: accounting software Coordinates with: Finance

  1. Confirm all transactions for the month are recorded
  2. Complete bank reconciliations (AC24)
  3. Post accruals and provisions (AC22)
  4. Review trial balance for errors or anomalies
  5. Make correcting entries if needed
  6. Close the month in accounting system
  7. Generate financial statements for Finance (FN06)
  8. Notify Finance that closing is complete