Creditors and Cashbook Clerk

SUMMARY:
A company based in Rivonia is looking for an Accounts Payable and Cashbook Clerk.

POSITION INFO:

Qualifications 

• Matric + 5 years experience as a Creditors Clerk, working on up to about 1000 vendors

Principal Accountabilities

• Accurately & 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

• Request account statements from active suppliers at a minimum monthly
• Complete creditors reconciliations on a monthly basis, 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 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
• Petty cash
  • Issue petty cash for approved petty cash requisitions / requests
  • Reconcile petty cash on the approved template / format on a weekly basis
  • Processing petty cash transactions accurately and within deadlines on a weekly basis
• 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 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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