Creditors Clerk

SUMMARY:
To work closely with the Financial Accountant and offer support

POSITION INFO:

Key Responsibilities:

• Communication:  Communicate with suppliers in order to ensure business receives invoices, credit notes and statements relating to the prior month within 5 working days of the commencement of the following month.
• Vendor recognition:  Assign vendor numbers to suppliers after checking these do not exist on current system.  Specify the credit terms (days) when you create these
• Authorization:   Match all invoices received to purchase orders issued by the company.  Investigate and report any invoices which cannot be matched to a Purchase Order
• Compliance:  Review all documentation received in order to ensure that it complies with the South African Revenue Services (SARS) requirements
• Accuracy:  Recalculate all extensions and totals on documentation (invoices, credit notes, debit notes, statements, creditors reconciliations) received from vendors in order to ensure these are accurate
• Expense allocation - Operational:  Allocate expenses incurred to the correct general ledger account in liaison with the Creditors Clerk and Finance Manager as necessary
• Expense allocation - Capex:  Identify invoices raised by suppliers that relate to capital expenditure.  Inform the Finance Manager so that these purchases are capitalized.
• Data capture:  Capture all compliant documentation received from creditors onto Microsoft Dynamics Great Plains ("GP") in the current month.  Post all batches to creditors ledger prior to payment run
• Application of payments processed by cashbooks:  Apply all payments processed by cashbooks to the respective invoice so that the balance on the vendors account on the balance sheet is reduced.  This must be done on a weekly basis.
• Creditors reconciliation:   Reconcile the balances in the creditors sub ledger to those on the vendor''s statement.  Investigate and gain satisfaction of the validity of all reconciling items identified.  Investigate and report as necessary
• Creditors age analysis:   Review the creditors age analysis on a monthly basis and ensure that all balances which are outside the stipulations of the credit agreement specific to each supplier are investigated, regularized and or reported on as necessary
• Error corrections:  Raise journal entries to correct errors identified and get these authorized by the Creditors Clerk
• Accruals:   Understand the nature of the service or products supplied by each vendor allocated to you and maintain a schedule which tracks the average monthly spend per vendor so that when we do not receive documentation from them, you can inform the Finance Manager to accrue for this expenditure
• Data storage:   Scan, save and label invoices onto electronic storage system in accordance with the company policy.  File batches and reports captured according to creditors archiving manual.  Within 2 working days of processing it
• Process review and upgrade:   Assist in streamlining the accounts payable process with the changing business requirements.  Participate in the strategic management of supplier maintenance processes
• Management reporting:  Analyze the month on month, year or year or other variance relating to the general ledger expense account categories to which you have been assigned and provide precise, summarized explanations for movements in the reporting format to management on a monthly basis
• Audit:   Assist with audit support as necessary
• Confidentiality:  Protect the organizations value by keeping information confidential 

JOB ATTRIBUTES

• Excellent communication skills (including telephone and email etiquette) - customer focused environment
• Excellent data entry (numeric keyboard) capability with high degree of accuracy
• Excellent analytical, problem solving and decision-making skills
• Effective verbal, listing and written communication skills
• Effective organisational, stress and time management skills
• Able to work in a pressurized and deadline driven environment
• Able to perform adhoc tasks as delegated within scope and level of position
• Able to keep track of personal and team work progress
• Handle supervisory responsibilities if necessary
• Work independently or as a team member
• Work in a supportive yet proactive team environment
• Attention to detail 
• Impeccable time management skills - able to plan, prioritize and organize
• Strong problem-solving abilities and numerical aptitude
• Numeracy and sound technical skills
• Fast learner and ability to adapt to change 

Minimum Requirements

Tertiary Education:  Degree / Diploma in Finance or Economics, Business Studies, Accounting or similar

Computer skills: Microsoft Dynamics Great Plains ("GP") a must, Microsoft excel, Microsoft word, Microsoft Outlook, MS Office

Work experience:  Minimum of two years ful

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