Accounts Payable Controller

SUMMARY:
Job Purpose
Responsible for reconciling, paying and resolving queries both internally and externally, for local suppliers and ensuring all supplier accounts are reconciled and paid in line with agreed payment terms.
 
Key Performance Areas

• Review and Verify Invoices             30%
• Supplier Reconciliations             20%
• Payments and Remittances             20%
• Supplier Relationships             20%
• Teamwork                                     10%

• Basic knowledge of accounting principles (debits and credits)

• Computer skills, including advanced Excel skills and basic proficiency in SAP
• Communication skills in English (verbal and written)
• Strong reconciliation skills

• Analytical skills
• Numerical literacy
• Attention to detail
• Admin orientated
• Interpersonal skills

• Matric and 3 year creditors qualification

• 3-5 years’ experience in creditor’s environment

• C2

• Procurement
• Projects
• Operations
• Supply Chain Management Departments

• Suppliers
• Auditors

• Receive invoices and supplier statements via email and post from different suppliers or request outstanding invoices or credit notes from the supplier - Invoice must be cleared on a daily basis -

• Ensure invoices match to purchase order numbers and resolve any discrepancies - Resolve any discrepancies - Resolve any discrepancies
• Ensure unused PO lines are investigated and accrued or closed/removed from template. -

• Ensure Goods Receipt has been completed, match invoice to Goods Receipted - Correct GL code to be confirmed with accountant
• Ensure all manually processed invoices are captured into correct GL code - Accurate, timely processing
• Capture invoices on SAP - Accurate, timely processing

• Compare Supplier statements and creditors ledger - Reconciliations must be completed on correct template
• All other reconciling differences to be queried with relevant manager and resolved before the next payment run - Reconciliation to include supplier statement, creditor’s ledger and invoices payable
• Provide accurate communication to supplier once the final management decision is made - All supplier queries finalised as quickly as possible
• Investigate monthly Purchase Orders not matched to invoices and clear monthly PO’s - No long outstanding Purchase Orders on SAP
• All reconciliations to be authorised by Accountant, before invoices are loaded for payment - Necessary authorisation obtained

• Once the reconciliation has been approved, load payments into bank and submit batch to the FA for approval and release - Payment is made according to agreed payment terms - Signed reconciliations received prior to payment being made
• Submit bank remittances and supplier reconciliations to suppliers notifying them that the payment has been released - Accurate, timely feedback to suppliers
• Work with supplier, accountant, and supply chain to resolve queries and disputes on account - Accurate information submitted
• Allocate and match payments to correct supplier on SAP
• File all supplier reconciliations and attach proof of payment to the reconciliations

• Provide proper communication to all relevant parties regarding accounts payable functions - Ensure suppliers are informed of the company’s policies and procedures
• Obtain BEE certificates for suppliers, to be updated on a quarterly and ongoing basis, and update master sheet with details - Timely updated and filed
• Verify cost savings to ensure claimed savings are realised in decreased billing from suppliers - Confirm and verify cost savings from PRM, ensuring PO reflects savings

• Work with collegues to achieve overall team goals - Demonstrate willingness to assist others
• Highlight problems and work with team to find solutions - Suggest solutions instead of problems
• Take personal ownership of problems - Go the extra mile for the Customer

POSITION INFO:
Job Purpose
Responsible for reconciling, paying and resolving queries both internally and externally, for local suppliers and ensuring all supplier accounts are reconciled and paid in line with agreed payment terms.
 
Key Performance Areas

• Review and Verify Invoices             30%
• Supplier Reconciliations             20%
• Payments and Remittances             20%
• Supplier Relationships             20%
• Teamwork                                     10%

• Basic knowledge of accounting principles (debits and credits)

• Computer skills, including advanced Excel skills and basic proficiency in SAP
• Communication skills in English (verbal and written)
• Strong reconciliation skills

• Analytical skills
• Numerical literacy
• Attention to detail
• Admin orientated
• Interpersonal skills

• Matric and 3 year creditors qualification

• 3-5 years’ experience in creditor’s environment

• C2

• Procurement
• Projects
• Operations
• Supply Chain Management Departments

• Suppliers
• Auditors

• Receive invoices and supplier statements via email and post from different suppliers or request outstanding invoices or credit notes from the supplier - Invoice must be cleared on a daily basis -

• Ensure invoices match to purchase order numbers and resolve any discrepancies - Resolve any discrepancies - Resolve any discrepancies
• Ensure unused PO lines are investigated and accrued or closed/removed from template. -

• Ensure Goods Receipt has been completed, match invoice to Goods Receipted - Correct GL code to be confirmed with accountant
• Ensure all manually processed invoices are captured into correct GL code - Accurate, timely processing
• Capture invoices on SAP - Accurate, timely processing

• Compare Supplier statements and creditors ledger - Reconciliations must be completed on correct template
• All other reconciling differences to be queried with relevant manager and resolved before the next payment run - Reconciliation to include supplier statement, creditor’s ledger and invoices payable
• Provide accurate communication to supplier once the final management decision is made - All supplier queries finalised as quickly as possible
• Investigate monthly Purchase Orders not matched to invoices and clear monthly PO’s - No long outstanding Purchase Orders on SAP
• All reconciliations to be authorised by Accountant, before invoices are loaded for payment - Necessary authorisation obtained

• Once the reconciliation has been approved, load payments into bank and submit batch to the FA for approval and release - Payment is made according to agreed payment terms - Signed reconciliations received prior to payment being made
• Submit bank remittances and supplier reconciliations to suppliers notifying them that the payment has been released - Accurate, timely feedback to suppliers
• Work with supplier, accountant, and supply chain to resolve queries and disputes on account - Accurate information submitted
• Allocate and match payments to correct supplier on SAP
• File all supplier reconciliations and attach proof of payment to the reconciliations

• Provide proper communication to all relevant parties regarding accounts payable functions - Ensure suppliers are informed of the company’s policies and procedures
• Obtain BEE certificates for suppliers, to be updated on a quarterly and ongoing basis, and update master sheet with details - Timely updated and filed
• Verify cost savings to ensure claimed savings are realised in decreased billing from suppliers - Confirm and verify cost savings from PRM, ensuring PO reflects savings

• Work with collegues to achieve overall team goals - Demonstrate willingness to assist others
• Highlight problems and work with team to find solutions - Suggest solutions instead of problems
• Take personal ownership of problems - Go the extra mile for the Customer