Purpose

• Matching and input of GRV’s, Invoices and Purchase orders.
• Reconciliation and preparation of payments to suppliers and subcontractors
• Daily Update of Creditors and General ledger.
• Preparation of Documentation for SED Reports
• Updating Sage X3 with the details of suppliers and subcontractors in line with SED requirements.
• Maintenance of the Creditors ledger.
• Preparation of the payment schedule for upload to Standard bank.
• Any other ad hoc duty as required.

Principal Accountabilities

•  The Creditors Clerk is responsible for ensuring the following regarding the processing of Suppliers on the SAGE X3 system
• The Creditors / Payment Clerk are responsible for processing the payment of Services and Utilities (air travel, car rental, Eskom, Telkom, water, municipal rates and levies.
• The Creditors / Payment Clerk are responsible for processing and controlling sundry payments.
• The Creditors Clerk will ensure that copies of documentation required for SED reporting purposes are available timeously.
• Creditors Clerk will collate documentation relating to each creditor payment
• Processing purchases onto creditors system, which involves capturing the purchase information, matching supplier invoice and credit notes to GRN and purchase order.
• Reconciling the creditor’s transactions to the supplier statement.
• Generation of the Supplier payment reconciliation by Sage X3.
• Matching of Invoices and payments on Sage X3 and offsetting the documents.
• Generation of Payment Release Report.
• Export of the Payment Release Report into the Standard Bank CATS Electronic Banking system for payment once approved by the Financial Manager / Accountant.

Specific Responsibilities

1.Processing of Suppliers on the SAGE X3 system:

• Purchases are allocated to the correct general ledger account.
• That the invoice details of goods / services agree to the purchase order.
• That the invoice is a valid tax invoice.
• That the invoice price of goods / services agree to the purchase order.
• That the invoice quantity of goods / services agrees to the goods received note.
• That the documents are filed and easily referenced for future use.

2.Processing and controlling sundry payments including:

• Once off (COD) purchases
• Advances for business expenses
• Expense claims
• Reimbursement of Petty Cash

3.Collate documentation relating to each creditor payment being:

• Approved Purchase order in line with the Approved authority limits.
• Approved supplier Tax invoice
• Goods inspection note (confirming quality is within specification)
• Goods received note
• Tax Credit notes (including potential supplier penalties)

• Matric & a National Diploma qualification in finance

• Bookkeeping certificate an advantage

• At least 3 years’ relevant experience in creditors. 

• Fluent in English

Desirable Traits

• Possess analytical and problem solving ability
• Above average organising skills
• Ability to communicate with staff of all levels
• Team player