Receipting Clerk

Closing Date 2025/11/21

Reference Number RCL

Company RCL Foods

Job Title Receipting Clerk

Functions Procurement/Sourcing

Job Type Classification Permanent

Location - Town / City Randfontein

Location - Province Gauteng

Location - Country South Africa

Job Description
RCL FOODS is searching for a Receipting Clerk for Operations & Engineering to join our Grocery Division. The role will report into a Buyer and will be based at Randfontein.

The incumbent will be responsible for execuing the goods receipting accurately and timeously of Engineering stock; non-stock items and BU services.

Minimum Requirements
Edudaction and Experience

• Grade 12 (Matric)
• Two years experience in a similar role

Knowledge

• Procurement methodologies, principles and systems
• ERP system
• Competence in MS Office and Excel

Skills

• System Skills
• Literacy
• Numeracy
• Organizational awareness

Attributes

• Logical
• Procedure focused
• Strong attention to detail
• Deadline driven

Duties & Responsibilities
Receipting

• Receipt of goods and services in a compliant and timely manner.
• Ensure compliance with established procedures and company standards including levels of authority.
• Verify that a Purchase Order (PO) exists and is accurate for the delivery or service.
• Compliance with receipting policies and procedures including company levels of authority.
• Accuracy of documentation and data.
• All invoices and delivery notes are receipted against an authorized Purchase Order within 24 hours of receiving against an approved delivery note; invoice; and within deadlines for month end.
• Reference to Emergency SOP for after hours and weekends.

Stock And Non-stock Items

• The Receipting Clerk must verify that a Purchase Order (PO) exists for the delivery being received. Stock can only be receipted against an ERP system PO.

• Once the PO has been identified, the Receipting clerk must check the signed invoice, delivery note against the PO for verification:

• All required signatures: proof of goods received into store must be signed by the Store man.

• Correct Supplier
• Description
• Quantity
• Price
• Any deviations must not be processed on the ERP system and reported to the Senior Buyer for further investigations with the team.

Services

• Where services have been received: The service invoice and job card (if applicable) must be signed by the End User / or Cost Centre Owner as evidence of the service been performed.
• The Receipting Clerk will capture the receipt on the ERP system.

Stock items; non-stock items and Services:

• If there is no PO on the system, stock items must be returned to the vendor by means of goods returned advice or credit note.
• Ensure that invoice/delivery note contains the correct VAT number, and correct company billing address.
• The Receipting clerk must capture the goods receipt on the ERP system against the PO.
• Once captured the goods receipt number must be written on the supplier's documentation and filed. – Buying requisition, Quotes and Purchase orders.
• Register to be completed and receipting pack to be submitted to the Creditors team daily.

Controlled Books In Use

• Controlling issuing and returning various process books used by different departments and ensuring the appropriate amount of these books on hand.
• Register for book circulation to be managed.

Administration

• Work with procurement and requisitioning staff daily.
• Resolve all queries related to PO and receipt matching with the internal team.
• Handle and file all necessary paperwork related to the receipting process.
• Capture required data or documentation on the system.
• Collaborate with all relevant stakeholders.
• Identify any bottlenecks in the process and suggest improvements.
• Maintain and file all records and documentation required.

GRA (Goods Returned Advice)

• Ensure all documentation is received from the Engineering store.
• All fields must be completed and signed based on the specimen signature list including the receiving stamp.
• Liaise with the Supervisor and Buyers regarding the assets.
• Repair/Refurbishment or scrap/write off.
• All assets must be returned to site.
• Manage and update the GRA register with continues follow up with the internal stakeholder and suppliers and escalate any challenges experienced to the procurement team.
• Once completed all documentation to be filed.

Effective Teamwork And Self-management

• Take ownership and accountability for tasks and activities. Demonstrate effective self-management in terms of planning and prioritizing.
• Manage colleagues' expectations and communicate
• Demonstrate willingness to help others and "go the extra mile" to meet team targets and objectives.