- To supervise and optimise the end-to-end creditors and payment function by ensuring accurate invoice processing, timely vendor payments, effective vendor relationship management, ERP/SAP vendor master control, reporting, reconciliations, and continuous process improvement while ensuring compliance with company policies and payment deadlines.
Invoice Auditing & Accuracy
- Audit and verify supplier invoices for completeness, accuracy, correct approvals, pricing, VAT, and supporting documentation.
- Ensure 100% invoice audit accuracy before processing.
- Identify and resolve invoice discrepancies timeously.
Discounts & Rebates Management
- Capture and monitor supplier discounts, rebates, and negotiated payment terms accurately.
- Ensure all applicable discounts are claimed within agreed timelines.
Vendor Payments Management
- Ensure timely processing of vendor payments in accordance with approved payment terms.
- Prepare and manage payment batches and payment advices.
- Ensure payment accuracy aligns with approved vendor reconciliations.
Creditors Team Supervision
- Monitor creditors team performance against deadlines and service standards.
- Track turnaround times and responses to vendor and internal queries.
- Provide support, guidance, and performance feedback to creditors clerks.
Vendor Relationship Management
- Liaise with vendors regarding account queries, payment issues, and reconciliations.
- Align supplier credit limits and ensure prompt query resolution.
- Maintain positive supplier relationships to ensure uninterrupted supply.
Vendor Master Administration
- Act as custodian of the vendor master database.
- Oversee vendor onboarding, updates, maintenance, and approvals within ERP and SAP systems.
- Ensure vendor information is accurate, compliant, and up to date.
Payment Schedule Management
- Prepare and present consolidated monthly payment schedules for all entities.
- Ensure payment schedules are circulated for approval by the 25th of each month.
Vendor Ageing & Debit Balance Control
- Ensure vendor ageing does not exceed 30 days unless formally approved.
- Monitor, investigate, and resolve debit balances.
- Circulate monthly ageing and debit balance reports.
Processing Time Management
- Track invoice processing and payment turnaround times.
- Reduce processing cycle times to less than 2 working days.
- Monitor Purchase Approval (PA) processing times from creation to approval.
PA Tracking & Reporting
- Prepare monthly reports highlighting PA approval delays.
- Escalate long outstanding approvals to management.
Reconciliations & Tracking
- Track invoices processed, PAs completed, and reconciliations performed per creditors clerk.
- Ensure monthly vendor reconciliations are completed accurately and timeously.
- Ensure zero unresolved balances on reconciliations.
Payment Accuracy & Compliance
- Ensure payment advices are accurate and aligned to approved reconciliations.
- Maintain compliance with company financial controls and policies.
Automation & Process Improvement
- Drive automation initiatives within the creditors and payment process.
- Identify opportunities to reduce processing time, cost, and manual intervention.
Reporting & Communication
- Prepare, circulate, and track the following reports timeously:
- Vendor onboarding, credit application, and credit limit status reports
- Vendor balances and reconciliation reports
- Payment advice processing reports
- Open PA reports
- Debit balance reports (circulated every Monday)
- Self KPI assessment reports
Advance & Urgent Payment Tracking
- Track all advance payments and ensure resolution within 7 days after material delivery.
- Monitor urgent payment requests and provide feedback within 1 working day.
Training & Development
- Train and mentor creditors clerks on processes, systems, compliance, and best practices.
- Support continuous skills development within the team.
Ad Hoc Duties
- Perform additional duties and finance-related tasks as required by management.
Key Performance Indicators (KPIs)
- 100% invoice audit accuracy
- Vendor ageing maintained within 30 days
- Monthly payment schedules circulated by the 25th
- Invoice/payment processing turnaround below 2 working days
- Timely completion of vendor reconciliations
- Reduction in unresolved debit balances
- Response time to urgent payment requests within 1 working day
- Resolution of advance payments within 7 days
- Accurate and timely reporting circulation
- Continuous process automation improvements
Minimum Requirements
Qualifications:
- Diploma or Degree in Finance, Accounting, Bookkeeping, or related field
Experience
- Minimum 5 years’ experience in Accounts Payable / Creditors environment
- Minimum 2 years supervisory experience
- Experience working on ERP systems and SAP essential
Skills & Competencies
- Strong reconciliation and auditing skills
- Advanced Excel and reporting skills:
- Strong knowledge of creditors and payment processes
- Attention to detail and high level of accuracy
- Strong communication and vendor management skills
- Deadline driven and highly organised
- Problem-solving and analytical ability
- Leadership and team management capability
- Systems Knowledge
- SAP
- ERP systems
- Microsoft Excel (Advanced)
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