ASSISTANT CREDITORS CLERK - Johannesburg
1. RESPONSIBILITY OF JOB:
The job incumbent will be responsible for processing valid creditors invoices for payment on due date, prepare monthly creditors reconciliations, follow up on overdue payments and ensure a proper month end closing of the creditors module. Assist in the internal and external annual audit process, tax & VAT compliance and assist in BBBEE reporting.
2. PROCESSING AND PAYMENT OF CREDITORS INVOICES.
Match invoices to delivery notes, purchase orders and GRVs, checks calculations, discount, additions, correct information on the invoice (VAT, address, name, VAT number) etc;
Highlight any variance to ensure that such variances are sorted out or agreed upon prior to processing payment;
Ensuring all invoices are properly approved before payment;
Process creditors invoices on Sage ERP system on an ongoing basis to ensure all invoices are processed before month end;
Highlight variances, ensure corrective action before processing invoices;
Review the list of outstanding invoices and follow up with the suppliers regarding delivery of invoices and / or queries.
Liaise with Procurement Officer, Buyer and Supplier to ensure GRVs are processed in order to be able to match invoices.
Ensures that all invoices are paid, and recons are done;
Prepare supplier reconciliations and arrange month end payment runs and get authorization from the Financial Accountant.
Ensure that discounts are deducted from payment made within the prescribed period.
Assist Debtors clerk regarding any expense analysis required;
Ensure proper allocation of costs to correct general ledger accounts.
Prepare monthly expense variance analysis for the management meetings.
3. CORRECT DOCUMENTATION
Ensure that the information on the suppliers master file is always accurate;
Complete the suppliers credit application form
Ensure that all relevant supplier documents have been submitted and proper authorization is obtained prior to loading the new supplier on the creditors master file.
4. AUDIT
Help auditors regarding any queries;
Internal audit queries resolved
5. BUDGETS AND FORECASTS:
Assist in the preparation of the annual budgets and forecasts.
Assist in updating the budget packs with all the relevant budgets and comparative information.
6. FINANCIAL YEAR END
Assist in completing the accounting schedules PM (Infor) and tax packs (Excel), including supporting documents. Provide the Auditors with information as required and attend to their queries.
Update and save monthly Age Analysis, provide at year-end when requested;
Filing of all Invoices, Documents, monthly Payment Runs and Recons.
10. GENERAL ADMIN
Assist and perform any specifically requested task within the scope of the function.
11. ETHICAL STANDARDS
Always observe high ethical standards in all your dealings.
12. QUALIFYING CRITERIA
Three years experience in a similar role.
Post matric accounting qualification.
Ability to work outside of "normal" working hours to meet deadlines.
Experience on Sage X3.
Microsoft Excel and Microsoft Word knowledge. Note: The above points do not constitute the employees sole job function. The incumbent might be asked from time to time to perform other tasks not mentioned above but within
Ensure that the enough proof of banking details is obtained prior to loading supplier bank details.
Ensure that for repeat suppliers, no COD payments are made.
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