Creditors Clerk

Position Title : Creditors Clerk

Reporting to : Financial Manager

Department : Finance

**Job Purpose**

To take responsibility for the accurate processing and reconciliation of all documents for payment of suppliers in Roos Foods Pty Ltd within the timelines and risk framework.

**QUALIFICATIONS, SKILLS, AND COMPETENCIES REQUIRED.**
- Grade 12 (Matric)
- Minimum of 3 years Tertiary qualification in Finance.
- Minimum of 3 years experiences as a Creditors clerk.
- Acc-Pack literate (advantage)
- General computer literate to at least intermediate level (MS Word, Outlook, and Excel).
- Understand age analysis of accounts and understand general ledger structures.
- Attention to detail and high level of accuracy.
- Excellent time management skills
- Problem solving skills.
- Ability to work under pressure, multitask and prioritise.
- Communication skills on all level.

**KEY RESPONSIBILITIES BUT NOT LIMITED TO**:
**Pre-check and capture invoices**:

- Capture invoices:

- Match invoices with authorisations and / or Goods Received Notes / Job cards.
- If authorisations are not signed by the person who holds the mandate, obtain authorisations from the correct mandate holder.
- A GRV captured on a subsystem is considered an approval / authorised for payment (for example stock items)
- Accurately capture invoices in Accounts Payable module of AccPack and post batches daily.
- Capture VAT to the relevant VAT account.
- Select the relevant General Ledger to capture the expense.
- Follow the rules to determine whether the expense is a fixed asset, small ware, progress payment or remodeling expense.
- Pricing maintenance (Stock and Repairs and Maintenance and Contract Creditors):

- Ensure price increases are in line with bulletins received from YUM and / or with contracts and escalation clauses, in the absence of these, obtain authorisations for increases from the relevant mandated manager.
- Update the Finance - Cost Master file with YRI notices and bulletins and / or contracts, obtain sign off, of all updates, ensure VAT is correct for all categories:
Insert new items.

Update existing items with new prices.

Create inactive status for items no longer in use.

For all R&M suppliers obtain / maintain agreed call out charges / rates per hour / fuel levies and other relevant charges.
- Monitor costs as per invoices and report on any variances when compared to the Cost Master file (i.e., bulletins, contracts or agreed prices)
- Follow up on any variances between GRV and invoice:

- Stock variances on store level should be escalated to Stock Controller, feedback to be monitored and followed within agreed turnaround times.
- Variances due to incorrect billing / delivery from Suppliers must be followed up directly with the Supplier (i.e. - credit notes with Digistics, price variances with ABI)
- Follow up on any repairs and maintenance variances:

- Compare charges with master data file / contracts.
- Ensure hours are correctly billed i.e., overtime, Sunday time, rounding of minutes to hours.
- Follow up on any differences between Metering online reports to municipality / landlord billings.

**Reconcile creditors**:

- Reconcile balance outstanding per statement to amount outstanding on Accounts Payable module on AccPack.
- Provide detail for each reconciling item: o Date of query o Amount o Reason o Expected date / action to resolve query.
- Balance the payment requisition to the creditors ageing analysis and vendor activity.
- Follow up on all reconciling items - nothing older than 3 months: o All invoices without authorisations or GRVs o Queries from Vendors o Queries from Auditors

**Prepare payments**:

- Select all invoices ready for payment.
- Prepare the payment batch.
- Prepare a detailed trend report / schedule (including for development projects / remittance sheet for payment and obtain reasons for variances to the norm i.e., municipality billed for 33 days vs 28 days prior month.
- Ensure payment agrees with reconciled amount.
- Set-off payments against the correct invoices when payment is prepared.
- Obtain authorisations and signature for payment.
- Provide the vendor with a payment remittance / proof of payment.
- File all invoices for future reference.

Ability to commute/relocate:

- Woodmead, Gauteng: Reliably commute or planning to relocate before starting work (preferred)

**Education**:

- Diploma (required)

**Experience**:

- Creditors Clerk: 3 years (required)