14 Accounts Payable Administrator Interview Questions (With Example Answers)
It's important to prepare for an interview in order to improve your chances of getting the job. Researching questions beforehand can help you give better answers during the interview. Most interviews will include questions about your personality, qualifications, experience and how well you would fit the job. In this article, we review examples of various accounts payable administrator interview questions and sample answers to some of the most common questions.
Common Accounts Payable Administrator Interview Questions
- How did you get interested in accounts payable?
- What are some of the most challenging aspects of accounts payable?
- What motivates you to stay current on accounts payable procedures?
- What are some of the biggest obstacles you face when processing invoices?
- How do you prioritize your work when you have a backlog of invoices?
- What is your experience with automated accounts payable systems?
- What are your thoughts on early payment discounts?
- How do you handle vendor inquiries?
- What is your experience with auditing and reconciling accounts payable records?
- What internal controls do you have in place to prevent errors and fraud in accounts payable?
- How do you manage the approval process for invoices?
- What is your experience with dispute resolution?
- What are your thoughts on 1099 reporting?
- How do you stay abreast of changes in tax laws and regulations affecting accounts payable?
How did you get interested in accounts payable?
This question is important because it allows the interviewer to gauge the level of experience and interest the Accounts Payable Administrator has in the field. This question also allows the interviewer to determine if the Accounts Payable Administrator is a good fit for the position.
Example: “I have always been interested in numbers and accounting. When I was younger, I would often help my parents balance their checkbook and keep track of their expenses. This eventually led to me pursuing a degree in accounting. After graduation, I began working in accounts payable for a small company. I enjoyed the work and found that I was good at it. I eventually moved up to become an accounts payable administrator for a large corporation.”
What are some of the most challenging aspects of accounts payable?
There are a few potential reasons why an interviewer might ask this question to an accounts payable administrator. First, they may be trying to gauge the administrator's level of experience and knowledge about the accounts payable process. Second, they may be trying to identify any areas where the administrator may need additional training or support. Finally, this question can also help the interviewer to understand the administrator's overall approach to accounts payable and how they handle challenging situations.
Example: “There are a few challenging aspects of accounts payable, such as:
1. Ensuring all invoices are accurate and approved for payment
2. Managing vendor relationships and ensuring timely payments
3. Resolving any discrepancies in a timely manner
4. Keeping up with changing regulations and compliance requirements”
What motivates you to stay current on accounts payable procedures?
An interviewer would ask this question to get a sense of how the accounts payable administrator keeps up with changes in accounts payable procedures. It is important for an administrator to stay current on these procedures so that they can effectively manage the accounts payable process and ensure that payments are made in a timely and accurate manner.
Example: “I am motivated to stay current on accounts payable procedures because it is important to me to be accurate and efficient in my work. I want to be able to provide the best possible service to my company and its vendors, and keeping up-to-date on best practices helps me do that. In addition, I find it personally satisfying to be knowledgeable about the latest developments in my field.”
What are some of the biggest obstacles you face when processing invoices?
The interviewer is trying to gauge the Accounts Payable Administrator's understanding of the Accounts Payable process and their ability to identify potential obstacles. It is important for the interviewer to understand the Accounts Payable Administrator's thought process and how they would identify and solve problems.
Example: “There are a few different types of obstacles that can arise when processing invoices. One common obstacle is simply not having enough information on the invoice to process it. This can happen if an invoice is missing key information like a purchase order number or a vendor ID. Without this information, it can be difficult to determine where the invoice should be routed for approval.
Another obstacle that can occur is when there are discrepancies between the invoice and the purchase order. This can happen if the wrong items were ordered, or if the quantities do not match up. In these cases, it is important to reach out to the vendor to resolve the discrepancy before processing the invoice.
Finally, another common obstacle is simply having a high volume of invoices to process. This can make it difficult to keep track of all of the invoices and ensure that they are all processed in a timely manner.”
How do you prioritize your work when you have a backlog of invoices?
The interviewer is trying to assess the candidate's time management skills. It is important for an Accounts Payable Administrator to be able to prioritize their work in order to stay organized and efficient.
Example: “There are a few ways to prioritize invoices when you have a backlog. One way is to prioritize by due date. Another way is to prioritize by the amount of the invoice. You can also prioritize by the vendor or the department that the invoice is for.”
What is your experience with automated accounts payable systems?
The interviewer is asking this question to assess the Accounts Payable Administrator's level of experience with automated accounts payable systems. This is important because it will help the interviewer determine whether the Accounts Payable Administrator is familiar with the specific system that the company uses and whether they would be able to hit the ground running if they were hired for the position.
Example: “I have experience with automated accounts payable systems and I find them to be very helpful in managing the accounts payable process. Automated systems can help to streamline the process and make it more efficient. They can also help to reduce errors and improve accuracy.”
What are your thoughts on early payment discounts?
This is an important question for the Accounts Payable Administrator because it allows the interviewer to gauge the level of experience and knowledge that the Accounts Payable Administrator has with regards to early payment discounts. Early payment discounts are offered by suppliers in order to encourage buyers to pay their invoices early. This is beneficial for the supplier because it allows them to receive payment sooner and improve their cash flow. For the buyer, it is important to weigh the cost of the discount against the benefits of paying early. In some cases, it may be more beneficial to take the discount and pay early. In other cases, it may be more beneficial to wait and pay the invoice on time. The Accounts Payable Administrator should be able to weigh the cost and benefits of taking an early payment discount in order to make the best decision for the company.
Example: “I believe that early payment discounts are a great way to save on costs. By paying invoices early, businesses can take advantage of lower prices from suppliers. This can help to improve cash flow and reduce overall expenses.”
How do you handle vendor inquiries?
The interviewer is likely trying to gauge the Accounts Payable Administrator's customer service skills. It is important for the Accounts Payable Administrator to be able to handle vendor inquiries in a professional and courteous manner.
Example: “When a vendor has an inquiry about their invoice or account, the first thing I do is check our records to see if we have received the invoice and if it has been processed. If the invoice is not in our system, I contact the vendor to find out where the invoice is and when they can expect payment. If the invoice has been processed, I review the payment date and method to make sure it was paid according to the terms of the invoice. If there was a problem with the payment, I work with the vendor to resolve the issue.”
What is your experience with auditing and reconciling accounts payable records?
The interviewer is asking this question to gauge the Accounts Payable Administrator's experience with auditing and reconciling accounts payable records. This is important because it helps to ensure that the administrator is able to accurately and efficiently manage the organization's accounts payable records.
Example: “I have experience auditing and reconciling accounts payable records. I have reviewed and analyzed account statements, invoices and other documentation to ensure accuracy and compliance with company policies. I have also worked with accounting software to reconcile accounts and maintain accurate records.”
What internal controls do you have in place to prevent errors and fraud in accounts payable?
An interviewer would ask "What internal controls do you have in place to prevent errors and fraud in accounts payable?" to a/an Accounts Payable Administrator to gain an understanding of the measures the administrator has put in place to protect the company against fraudulent activity and errors. This is important because it allows the interviewer to gauge the level of protection the company has against these risks and assess whether the administrator is taking appropriate measures to mitigate these risks.
Example: “There are a few internal controls that we have in place to prevent errors and fraud in our accounts payable:
1. We have a three-way matching system in place for all invoices that come in. This means that the invoice must match the purchase order and the goods received before it can be processed for payment.
2. We have a strict policy in place for authorizing payments. Only authorized personnel are allowed to sign off on payments, and all payments must be approved by at least two people.
3. We keep detailed records of all invoices and payments, which are regularly reviewed by our accounting team. This helps to catch any errors or fraudulent activity.
4. We have put safeguards in place to prevent duplicate payments from being made. For example, we require that all invoices be paid by check, not by electronic transfer.
5. We conduct regular audits of our accounts payable process to ensure that all internal controls are being followed and that there is no room for improvement.”
How do you manage the approval process for invoices?
An interviewer would ask "How do you manage the approval process for invoices?" to an Accounts Payable Administrator to get a sense of how the Accounts Payable Administrator would handle ensuring that invoices are approved in a timely and efficient manner. It is important for the Accounts Payable Administrator to have a system in place to ensure that invoices are approved in a timely manner so that the company can avoid late payment fees and maintain good vendor relations.
Example: “The Accounts Payable Administrator is responsible for managing the approval process for invoices. This includes ensuring that invoices are properly approved by the correct people, and that they are processed in a timely manner.”
What is your experience with dispute resolution?
The interviewer is asking this question to gauge the Accounts Payable Administrator's experience with resolving disputes. This is important because it shows whether or not the Accounts Payable Administrator is able to effectively resolve issues that may arise.
Example: “I have experience resolving disputes with vendors and suppliers. I am familiar with the process of researching and documenting disputes, as well as negotiating resolutions. I have also worked with clients to resolve billing disputes. In my previous role, I was responsible for managing a team of customer service representatives who handled dispute resolution.”
What are your thoughts on 1099 reporting?
The interviewer is asking about the Accounts Payable Administrator's thoughts on 1099 reporting because it is an important part of the job. 1099 reporting is used to report income from self-employment, interest, dividends, and other sources. It is important because it helps the IRS track income and ensure that taxes are paid.
Example: “The 1099 reporting requirement is a compliance issue that needs to be taken seriously. It is important to make sure that all the information required for 1099 reporting is accurate and up to date, in order to avoid any penalties or interest charges.”
How do you stay abreast of changes in tax laws and regulations affecting accounts payable?
There are a few reasons why an interviewer might ask this question to an accounts payable administrator. First, it is important for an accounts payable administrator to stay up to date on changes in tax laws and regulations affecting accounts payable in order to ensure that the company they work for is in compliance with all relevant laws. Second, staying abreast of changes in tax laws and regulations can help an accounts payable administrator save the company money by finding ways to minimize the amount of taxes the company owes. Finally, staying up to date on changes in tax laws and regulations can help an accounts payable administrator protect the company from potential audits by the IRS or other government agencies.
Example: “There are a few different ways to stay abreast of changes in tax laws and regulations affecting accounts payable. One way is to regularly read industry publications or blogs that discuss such changes. Another way is to attend relevant conferences or webinars where experts discuss the latest changes. Finally, many organizations have internal training programs on various topics, including changes in tax laws and regulations, which employees can take advantage of.”