Accounts Payable Clerk

SUMMARY:
Our highly reputable manufacturing client based in Midrand requires an Accounts Payable Clerk (full function) with exceptional attention to detail and strict adherence to processes to join their team.

POSITION INFO:
Position Objectives
The Accounts Payable Clerk is responsible for ensuring that the Client’s relationship with suppliers is maintained by settling commitments which are supported with valid documentation on a timeous basis and ensuring that queries are resolved timeously. Ensuring that financial benefits are optimized through discounts or extended credit terms and the VAT Act is adhered to in terms of input tax.

Specific Accountabilities

• Responsible for Finance Mail and Archiving
  • Invoices received via mail is date stamped and distributed within finance.
  • Invoices received via Outlook are date stamped and stamped “COPY.”
  • Ordering the required stationery per departments needs for archiving.
  • Retrieval and storage of archiving documentation for all departments.
  • Destruction of old documentation to be looked at yearly and process to be followed to action.

• Transaction recording
  • Invoices that are received which is in line with our checks and processes. These invoices are captured prior to month end.
  • Invoices to be captured daily.
  • All Legal & Consulting invoices need to be signed off by the Financial Director and Managing Director.
  • Invoice details must reflect the Company Details, Company Purchase Order number & VAT number.
  • Invoices are checked against the purchase order on NetSuite.
  • Ensure Supplier name is correct, quantity charged, and the invoice value is as per the NetSuite order.
  • Ensure that the NetSuite order is fully approved and receipted on the NetSuite order system, prior to capturing the invoice.
  • Ensure all allocations are accurate.
  • Stock Invoices are checked against the purchase order on BPCS.
  • Quantity received is as per the Receiver Ticket. If any discrepancies on quantity or price difference, a Supplier Adjustment Voucher is raised requesting credit.

• Promotions Debit Card & Expense Claims
  • Ensuring the monthly expenses on the debit card is supported with valid documentation which has been signed off.
  • Ensure that the NetSuite order is fully approved and receipted on the NetSuite order system, prior to capturing the expense.
  • Expense claims file to be checked daily. These are claims recorded in the register and all supporting documentation attached, which require the Financial Directors signature or to be actioned accordingly.
  • The Expense Claim is recorded in the Expense Claim Template to obtain a reference number which is then captured into the accounting system.
  • Payments for expense claims is made every Tuesday and Thursday, provided all documentation is in order.
  • All Expense Claims later than 30 days old must also include the signature of the supervisor’s reporting Manager, to approve the late submission.
  • Ensure that the expense claim allocations are accurate.

• NetSuite – Ordering System
  • Ensure that all new suppliers are loaded onto NetSuite once Supplier details are approved.
  • NetSuite access and training is given to new users who require access to the system.
  • Ensure that Employees who have left the company, are deregistered on NetSuite.
  • Ensure that all general maintenance on suppliers is done monthly, as well as monitor ageing of individual NetSuite orders and follow up on long outstanding NetSuite orders.
  • Update Budget and Accounting periods yearly on NetSuite.

• Responsible for the timeous execution of payment to Creditors/Staff/Distributors
  • Obtaining signatures on cheques – used for Petty Cash
  • Cheque register to be completed for audit purposes. The register is kept in the safe.
  • New Vendors, where the expense is above R5 000.00, a credit check needs to be done via TransUnion ITC & Sanctioned Approved.
  • Monthly & Weekly forecast to be sent to the Line Manager.
  • New Beneficiaries are captured in the Banking App and FNB Creditors Beneficiary folder.
  • The Line Manager will verify the Recipient Name and Bank Account details.
  • Payments are captured into FNB online banking system via the banking Mobi Site.
  • Once payments are released in the bank by the Releasers, the Proof of Payment is sent to respective Suppliers/Staff/Distributors.

• Reconciling of supplier accounts
  • Ensure that the monthly Supplier statements are reconciled to the Accounts Payable Recap Report balance (ACP 273).
  • Ensure that all reconciling items identified are resolved before the next month end.
  • Weekly payments must either have a statement for reconciling purposes or the Supplier to sign Confirmation Balance Letter agreeing to the settlement of the debt.

• Filing of invoices
  • Ensuring that filing system is logical and easy to follow.
  • Ensure that all paid invoices are stamped “PAID” and filed on a weekly basis.

• Ad Hoc Assistance
  • Raise manual invoices per department needs e.g., Miscellaneous Packaging, Rebates etc.
  • Audit requests for accounts payable as and when requested (External & Internal)
  • Assist the business with any ad hoc requirements, as agreed, communicated by the Line Manager.
  • Prioritise these functions with the Line Manager to establish the urgency of the ad hoc task.

• Grade 12 certificate plus a Bachelor’s degree/ Diploma or relevant qualification in finance.
• Minimum of 4 years' relevant experience in a similar role doing accounts payable function.
• Knowledge of general accounting principles, regulatory standards, and compliance requirements.
• Proficient in Word, Outlook, and PowerPoint.
• Advanced/Intermediate skill in MS Excel.
• Ability to operate computerised accounting programs.

• To perform the job successfully the incumbent must have the following:
• Organizing and prioritizing
• Attention to detail and accuracy.
• Confidentiality
• Judgment
• Interpersonal skills
• Vendor relationship management skills
• Information collection and management skills
• Problem analysis and problem-solving skills
• Teamwork
• Professional integrity
• Ability to meet deadlines.
• Written and verbal communication skills

NB! This job is now closed. You can apply for other jobs by uploading your CV.