Creditors Clerk - Pinetown at National Bioproducts Institute

Job Advert Summary    
The main outputs of the job are:

• Invoice verification
• Creditors reconciliation
• Preparing, batching and uploading Electronic payments
• Resolving supplier queries to ensure payment terms are met

Minimum Requirements    

• Accounting qualification (BCom or BTech) Majoring in accounting or Bookkeeping.
• 3 years’ experience in Accounting/Finance environment. Relevant Creditors experience is required.

Duties & Responsibilities    

• Invoice verification

Verify all NBI invoices under your responsibility by month end by:
Obtaining invoices from buyers and stores. Review the invoice to verify that:

• It is a legal tax invoice or tax credit note as required by VAT legislation and complies with all requirement.
• That the items on the invoice agree to the delivery note, stores goods receipt slip, or are appropriately authorised for non-stores deliveries.
• Examine the delivery note and goods receipt slip to ensure that the items invoiced have actually been received by NBI.
• Confirm the date of delivery/service to ensure that pre-invoicing does not take place.
• Liaising with buyers regarding queries e.g. price and quantity differences and goods not received.
• Liaise with suppliers daily to resolve supplier queries on accounts to the mutual satisfaction of the supplier and NBI.
• Creditors Reconciliation

Perform monthly reconciliations of all supplier statements to the creditors ledger balances within the set deadline by:

• Printing the open item listing for the month end balances.
• Verifying and entering the balances of both the creditor’s ledger and supplier statement on the standard reconciliation form used.
• Note reasons for the differences between the balances, together with detailed explanation of action taken to resolve the query.
• Note the date and document reference number in each case of difference and ensure that all amounts clear within 30 days from the first occurrence.
• Sign and date each creditor reconciliation form.
• Resolve queries raised by reviewers
• Electronic/Cheque Payments

Prepare the monthly electronic payments by:

• Executing the payment proposal on SAP.
• Make adjustments for unresolved issues on the creditor reconciliations so that only valid charges are released for payment.
• Submit the proposal to the financial Manager for review.
• After the payment has been released by the signatories, print the remittance advices and post to the suppliers.

Assist in the weekly CAMS electronic payments by:

• Identifying all the invoices that are due for payment before the date of the monthly PACS electronic payment.
• Submitting the invoices to the financial manager for authorisation.
• Ensure that the cash book controller has all the banking details for the invoices submitted.

Prepare invoices for cheque payments by:

• Submitting the invoice to the financial manager for authorisation.
• Attaching supporting documentation for the amount requested.
• Mail to supplier or arrange for the cheque to be collected
• Supplier Queries

Resolve queries with supplier regarding:

• Payment discrepancies e.g. settlement discounts.
• Credits to be passed for incorrect pricing, short deliveries etc.
• Liaise with Procurement and end users to facilitate the resolution.

Core Competencies 

• Managing Relationships
• Personal Leadership
• Business Impact
• Leading and Influencing Others
• Accounting / bookkeeping knowledge
• Communication
• Ability to engage with people at various levels in the organisation
• Accuracy/Attention to detail
• Planning & Organizing
• Deadline focussed