CREDITORS CLERK (Mayville, Durban, KZN)

KEY RESONSIBILITIES

Invoice Processing and Verification

1.      Receive, review and verify supplier invoices for accuracy, completeness and compliance with Group procedures.

2.      Match supplier invoices to approved purchase orders and goods received notes or other supporting documentation.

3.      Investigate invoice discrepancies, pricing differences, quantity variances and unauthorised charges before processing.

4.      Capture approved invoices accurately in the accounting system and ensure correct allocation to general ledger accounts, cost centres and applicable VAT codes.

5.      Identify and prevent duplicate invoice processing and payments.

6.      Ensure invoices are processed within the appropriate accounting period and in accordance with established cut-off procedures.

Purchase Order Management

1.      Prepare and capture purchase orders in accordance with the Group’s procurement procedures and delegated approval authorities.

2.      Verify that purchase orders are appropriately authorised before commitments are processed.

3.      Liaise with internal departments to resolve purchase order discrepancies and obtain outstanding supporting documentation.

Supplier Account and Relationship Management

1.      Serve as a primary point of contact for supplier account enquiries and payment-related queries.

2.      Investigate and resolve supplier invoice discrepancies, outstanding balances and payment allocation issues.

3.      Maintain professional working relationships with suppliers and internal stakeholders.

4.      Communicate payment statuses and resolve queries within agreed turnaround times.

Supplier Reconciliations

1.      Obtain and reconcile monthly supplier statements to the creditors ledger.

2.      Investigate and resolve reconciling items, including unallocated payments, missing invoices, credit notes and disputed transactions.

3.      Follow up on outstanding credits, invoices and supporting documentation.

4.      Ensure supplier account balances are accurate and supported by appropriate documentation.

Creditors Age Analysis and Reporting

1.      Maintain and review the creditors age analysis to monitor outstanding supplier balances and upcoming payment obligations.

2.      Identify overdue accounts, disputed balances and potential payment risks, escalating matters where necessary.

3.      Prepare creditors reports and supporting schedules for management review.

4.      Assist with creditors-related month-end activities and ensure accurate reporting of accounts payable balances.

Suspense Account Management

1.      Monitor and maintain relevant suspense accounts associated with creditors transactions.

2.      Investigate unidentified or incorrectly allocated transactions and ensure timely clearance.

3.      Ensure suspense account balances are adequately supported, regularly reviewed and resolved in accordance with established procedures.

Payment Processing and Control

1.      Prepare supplier payment proposals in accordance with approved payment terms and the Group’s payment procedures.

2.      Verify supplier account details, invoice approvals and supporting documentation before payment processing.

3.      Ensure payments are allocated accurately to the relevant supplier accounts.

4.      Investigate payment discrepancies and assist with resolving rejected, duplicated or incorrectly allocated payments.

5.      Maintain appropriate supporting documentation and audit trails for all payments processed.

Filing and Record Management

1.      Maintain an organised and accurate filing system for supplier invoices, purchase orders, reconciliations, payment records and related correspondence.

2.      Ensure financial documentation is securely retained and readily accessible for audit and internal review purposes.

3.      Adhere to the Group’s document retention, confidentiality and record management requirements.

Other Duties and Responsibilities

1.      Prepare and provide financial information, creditors reports, reconciliations and supporting data to management as required.

2.      Assist with internal and external audit requests relating to creditors transactions and supporting documentation.

3.      Identify opportunities to improve creditors processes, strengthen internal controls and enhance operational efficiency.

4.      Perform any other reasonable duties and responsibilities assigned by management from time to time, consistent with the requirements of the position

REQUIREMENTS

1.      Grade 12 (Matric), preferably with Accounting and Mathematics.

2.      A relevant tertiary qualification in Accounting, Finance or a related field will be an advantage.

3.      A minimum of five to six years’ experience in a full-function creditors or accounts payable role.

4.      Microsoft Office Proficiency: Intermediate to advanced proficiency in Microsoft Office applications, particularly Microsoft Excel, including the use of PivotTables and other data analysis functions.

5.      Accounting Systems Knowledge: Proficiency in accounting software packages is essential.

6.      Knowledge of Kerridge accounting software will be an advantage.

7.      Demonstrated ability to maintain a high level of accuracy when processing invoices, reconciling accounts and preparing payments, thereby minimising duplicate payments and financial errors.

8.      Strong analytical and problem-solving abilities, with the capacity to investigate discrepancies, identify root causes and implement appropriate corrective actions.

9.      Professional written and verbal communication skills, with the ability to manage supplier queries effectively and collaborate with internal departments.

10.  Ability to prioritise competing tasks, work effectively under pressure and meet strict payment and reporting deadlines.

REMUNERATION

R15,000 To R18,000 Per Month