Creditors Clerk
1 month ago
Job Purpose
Accurately process incoming invoices and reconcile in compliance with company and financial policies and procedures.
Key Responsibilities include:
Accurately and within 24 hours of receiving invoice:
- Perform matching between purchase requisition, purchase order & delivery note to invoices
- Capture approved & matched invoices / costs / credit notes in accounting software
- Allocate approved invoices to the correct cost code / centre
- Maintain vendor list and age analysis with ancillary information input by finance
Request account statements from active suppliers at a minimum monthly
Complete creditors reconciliations monthly, at a minimum, by accurately:
- Reconciling differences between the supplier statement and accounting records on the approved template
- Identifying on the reconciliation all transactions that create the difference between the accounting records & suppliers statement
- Ensure creditors reconciliations are completed accurately within deadlines
- For month end, ensure all balances on the creditors aging accurately reflect the amounts owed to suppliers or prepayments made to suppliers
- Correctly resolve any problems with creditors reconciliations without assistance
Request outstanding invoices from suppliers as required in time for payment and processing within deadlines
Ensure invoices/credit notes are not captured on the accounting software more than once
Ensure invoices are not paid more than once
Ensure payments are allocated daily and age analysis is maintained by clearing open transactions and payments
Ensure all invoices captured comply with SARS & other legal requirements including but not limited to:
- Correct VAT numbers
- VAT amounts correctly calculated and displayed on the invoice
- Valid description of the goods or services listed on the invoice
- Correct Company names
- Correct corporate addresses
Match supporting documents to expense claims as required within 24 hours of receiving claim
Payments to suppliers:
- Submit only valid and authorised invoices / costs for payment
- Load balances to be paid to suppliers after the approval of creditors reconciliations
- Ensure suppliers are paid in accordance with payment terms of the creditors account
- Ensure only invoices that have been processed are submitted for payment (unless an advance payment is required and has been authorised)
- Only load valid and authorised payments on the banking application
- Accurately load banking details of the supplier, amount to be paid to the supplier & payment reference on the banking system when required
Accurately and timeously complete other reconciliations as requested and required
Accurately complete all filing and document storage requirements as required or as per procedure
Comply with company processes and procedures
Comply with finance department processes and procedures
Assist treasury department by accurately:
- Confirming bookings on the payments box
- Taking walk-in customers payments, including cash payments
- Assisting customers with finance queries on the telephone
Maintaining professional working standards, respecting confidentiality and professional work ethic
Any other reasonable request or instruction
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