Accounts Payable Accountant Woodmead at SGS

Job description

MAIN PURPOSE OF THE JOB

To ensure the overall accounting process for Accounts Payable is complied with, namely reconciliation and processing of supplier invoices, expense claims, subcontractor invoices and other non purchase order items

REPORTING STRUCTURE

RESPONSIBILITIES

• Receive supplier invoice.
• Ensure that a purchase order was raised for this purchase and that the purchase order is in “full received” status before the expense can be processed. Non purchase order items are detailed in the procurement procedure.
• Reconcile the supplier invoice to the purchase order and (where available) the goods received note.
• Process the supplier invoice to correct account in BOSS AP accounting database (or SUN5 when applicable).
• Reconcile the supplier statement to the supplier ledger accounts.
• Prepare supplier payments with all required documentation before sending for approval.
• Process the payments between bank account and supplier ledger account.
• Ensure there are no outstanding transactions related to Accounts Payable from the bank reconciliation.
• Ensure procedure for “once-off” suppliers is complied with, documenting all the necessary approved documentation.
• Ensure all supplier accounts are allocated up to date.
• Monitor all suppliers that are paid through debit order, following up on contract expiry dates and informing procurement accordingly. Provide necessary monthly reports for review.
• Create all reports required for monthly reporting.
• Address all month end queries from the divisions.
• Ensure monthly checklist is reviewed and signed off by AP Manager.
• Ad hoc assignments.

SPECIFIC AUTHORITIES

• Report any price variances between purchase order and supplier invoice to Procurement for resolving.
• Report any variances between goods received note and purchase order/invoice to the division concerned for resolving.
• “Once-off” invoices are not to be processed without relevant approval.
• Invoices from suppliers must have correct company name, VAT number purchase order reference and be sent directly to Finance – inform suppliers that payments will not be made if this is not followed.
• Any adjustments require approval from AP Manager before being posted.

QUALIFICATIONS

Education

• Matric
• Intermediate Accounting background

Experience

Experience In Account Payable Functions.

Competencies

• Sun5 and Vision for Sunsystems computer applications, an advantage.
• Proficient on MS Office applications, especially Excel.