Job Description
- Invoice Processing
- Receive, verify, and capture supplier invoices accurately and timeously.
- Match invoices to purchase orders and delivery notes.
- Ensure correct coding of expenses to general ledger accounts.
- Check VAT compliance on invoices.
- Supplier Reconciliations
- Prepare monthly supplier reconciliations to statement.
- Investigate and resolve discrepancies between supplier statements and company records.
- Follow up on outstanding invoices or credit notes.
- Payments Processing
- Prepare supplier payment runs (EFT, cheque, or online banking).
- Ensure payments are made within agreed supplier terms.
- Obtain relevant approvals before processing payments.
- Capture payments accurately on the accounting system.
- Creditors Ledger Maintenance
- Maintain an up-to-date and accurate creditors ledger.
- Allocate payments correctly to supplier accounts.
- Reconcile ledger balances to trial balance monthly.
- Supplier Relationship Management
- Communicate professionally with suppliers regarding queries, payments, and statements.
- Build and maintain positive supplier relationships.
- Handle disputes and resolve issues promptly.
- Month-End and Year-End Duties
- Assist with month-end closing processes.
- Provide supporting documents for audit purposes.
- Ensure accruals are correctly recorded for unpaid invoices.
- Compliance and Controls
- Adhere to company policies, financial controls, and approval processes.
- Maintain proper filing and recordkeeping for audit trail purposes.
- Safeguard confidential financial information.
- Reporting
- Prepare reports on accounts payable aging, supplier balances, and payment forecasts.
- Assist management with analysis of creditor performance and payment trends.
- System and Data Management
- Work effectively within ERP or accounting systems (e.g., SAP, Pastel, Syspro, Oracle).
- Update supplier master data and banking details securely.
- Support system upgrades or process improvement initiatives.
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