Finance Administrator

2 weeks ago

Centurion, South Africa Stowe Holdings (PTY) LTD Full time

**1. **CUSTOMER INVOICING (35%)**

1.1. Initial Vetting of Invoice Request to Supporting Documents:
1.1.1. Note the entity in which processing is required. (SA or NAM)

1.1.2. Ensure that the Invoice instruction is signed by the relevant HOD.

1.1.3. Ensure that the GL allocation is stipulated on the Invoice Request.

1.1.4. Take note of whether the request is a partial or final invoice.

1.1.5. Take note of the customer and the customer code.

1.1.6. Review supporting documentation and ensure that the customer quote, Customer PO, Stowe costings, supplier invoices and any correspondence was submitted with the Invoice Request.

1.1.7. Agree detail of Invoice Request and amounts to customer quotes, Stowe Costings, and other supplier invoices.

1.2. Generation of Customer Invoices:
1.2.1. Ensure correct entity is selected on Sage.

1.2.2. Capture information per Invoice Request to SAGE and thereafter perform the following check:
1.2.2.1. Ensure correct customer code is selected.

1.2.2.2. Ensure that full customer and contact person details are reflective on the invoice.

1.2.2.3. Ensure that the Customer PO number is correct and reflective on the invoice.

1.2.2.4. Ensure that invoice correctly states as a “Final” or “Partial” invoice.

1.2.2.5. Ensure that the GL allocations are correct on each line field within the invoice.

1.2.2.6. Agree detail captured to Invoice Request, specifically towards project names, sites names and any additional information required.

1.2.2.7. Agree totals per line field to totals on the Invoice Request.

1.2.2.8. Agree subtotal balances to Invoice Request.

1.2.2.9. Confirm whether vat is applicable.

1.3. Generate customer invoice on SAGE.

1.4. Updating of Open inventory list with all invoices and credit notes daily.

1.5. Invoices will be sent to Financial Manager at 12h00 each day for approval and any invoices received after this time will be sent at 16h00 with the Inventory List on the same day.

1.6. Upon approval and posting, distribute within 48 hours of receipt of initial Invoice Request.

1.7. Maintaining accurate records of all invoices generated and ensure its completeness of all respects of all requests received.

**PURCHASE ORDERS (35%) - STOWE HOLDINGS & STOWE ELECTRONICS**

2.1. Initial Vetting of requests to supporting documents:
2.1.1. Note the entity in which processing is required. (SA or NAM)

2.1.2. Ensure that the instruction is signed by the relevant HOD.

2.1.3. Ensure that the GL allocation is stipulated on the request.

2.1.4. Take note of whether this is a cost allocated to a project or an office expense.

2.1.5. Take note of the supplier and their relevant supplier code.

2.1.6. Review supporting documentation and ensure that the supplier quote, invoices, and any correspondence was submitted with the request.

2.1.7. Agree detail of the request and totals to supplier quotes and or invoices.

2.1.8. Ensure that the customer invoice fields with the appropriate markup is completed on the request.

2.2. Generation of Purchase Order:
2.2.1. Ensure correct entity is selected on Sage.

2.2.2. Capture information per request to SAGE and thereafter perform the following check:
2.2.2.1. Ensure correct supplier code is selected.

2.2.2.2. Ensure that full supplier and contact person details are reflective on the Purchase Order.

2.2.2.3. Ensure that the GL allocations are correct on each line field within the Purchase Order.

2.2.2.4. Agree detail captured to request, specifically towards project names, sites names and any additional information required.

2.2.2.5. Agree totals per line field to totals on the request.

2.2.2.6. Agree subtotal balances to request.

2.3. Generate Purchase order on SAGE for distribution of the approved Purchase order within 48 hours of receipt of the request.

2.4. Update Open inventory list daily.

2.5. Purchase orders will be sent to Financial Manager at 16h00 each day for approval with the Inventory List.

**3. **PETTY CASH RECONS: (5%)**

3.1. Review of recons received as verified by other departments as follows:
3.1.1. Ensure Petty Cash recons, Petty Cash slips and relevant supporting documentation is received for all regions.

3.1.2. Agree detail and amounts from supporting documents to Petty Cash Slips and recons.

3.1.3. Ensure that each Petty Cash slip was authorised by Financial Manager or Financial Controller for Cape Town.

3.1.4. Take note and review budget allocations for each petty cash purchase.

3.2. Process petty cash expenses and allocation of VAT within SAGE.

**4. **CREDIT CARDS RECONS: (5%)**

4.1. Review of all credit card recons received as verified by relevant department as follows:
4.1.1. Ensure that all recons and relevant supporting documents are received for all credit card holders within the specified deadlines.

4.1.2. Review each recon for HOD signature as approval.

4.1.3. Agree the supporting documentation to transactions per credit card statements and individual reconciliations for each

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