Duties & Responsibilities Key roles and responsibilities: Responsible for all creditors to be paid accurately and timeously as well as timeous collections of debtors. Creditors / Debtors Maintaining creditor and debtor’s database on the ERP System. Capturing invoices for month end (ERP System). Allocation of payments to specific invoice and receipts Email remittance to suppliers at month end and statements. Prepare supporting documents for international payments (shipping documents). Ensure filing is done accurately and timeously (EFT, Invoices, Recons). Reconciliation of creditors and debtors account on a monthly basis. Request outstanding invoices, Proof of Deliveries and statements from Suppliers and customers. Resolve queries with suppliers and customers (based on recons) on a monthly basis. Forex Resolve queries with internal departments on a daily basis. Assist with the annual external audit by preparing creditor and debtors samples and assist with any queries / explanations during the actual audit. Follow up on outstanding invoices to comply with the VAT Administration Act. Follow company and department procedures and make suggestions on improvements. Ensure that queries are handled effectively Manage the account until the debtor has settled the outstanding account Weekly follow up on proof of deliveries – sent to debtors for collection of payment Negotiate with customers regarding the outstanding accounts Successfully handle and execute all payment Company rentals on buildings and offices Invoicing Collect invoices from creditors Ensure invoices are loaded/captured on the system for local and foreign suppliers •Allocate payments All company invoicing for Services, SLA Projects ect, to be done accurately Distribute invoices and POD’s to relevant client/department Collecting proof of delivery documents Issue of Credit Reconciliations Managed reconciliations of creditors Creditors age analysis Creditors control account in the general ledger Debtors control account in the general ledger Statements from suppliers in conjunction with Company statements Supply payment remittance advises to Creditors Monthly statements to clients Forex Process invoices Issue of remittances and request payments from bank to suppliers Submit all necessary documentation to bank regarding foreign suppliers Reporting Ad-hoc reports required by management Accurately report on all payments received Forecast of cash flow General Assist in the Finance department as and if required. Ad hoc tasks required by management. Ensure that all documentation is kept safe and is retrievable within a reasonable time. Handle all internal client queries effectively by email and telephonically. Archive of all physical financial documents for 5 years. Archive of all electronic documents per transaction on ERP system. Collect all outstanding debt Desired Experience & Qualification Minimum Requirements: N3 / Matric Certificate Degree or Diploma in Accounting Additional Requirements: 5 years Experience in a Creditors and Debtors functions Experience in creditors and debtors’ function of medium to large company ERP System (Sage Evolution / X3) Handling queries related to creditors and debtors Reporting analyses Invoices and statements Month end processing Reconciliations VAT regulations Skills & Knowledge (essential): Debtors / Creditors Administrative skills Computer literate MS Office (Outlook, Excel, Word) Typing skills Good numeric skills and high level of accuracy with attention to detail Excellent communication skills Deadline orientated and ability to co-ordinate the various activities related to the creditors and debtor’s function Mining and portal experiences eg: Ariba, Coupa, M2 North, Pagero Ability to perform a large quantity of monthly creditors and debtor’s reconciliations including large and small suppliers and customers Analytical and problem-solving skills Skills & Knowledge (desirable): Demonstrated proficient in Microsoft Excel and working with formulas and large numbers. Maintaining relationships with accounts receivable divisions of suppliers and accounts payable divisions of customers Essential Competencies: Ability to work under pressure Adapting and responding to change Client service orientated Be able to work without supervision Ability to maintain confidentiality and exercise extreme discretion. Ability to interact at all levels within the organization Other: Driver’s Licence Clear credit record Overtime when necessary
